AcumaticaERP 2017R2 EquipmentManagement

EQUIPMENT MANAGEMENT
USER GUIDE
Acumatica ERP 2017 R2
| Contents | 2
Contents
Copyright......................................................................................................4
Overview of Equipment Management Processes.......................................... 5
Configuring Equipment Management............................................................8
Managing Service Templates........................................................................9

Service Templates............................................................................................................ 9
To Create a Service Template............................................................................................9
Managing Manufacturers............................................................................ 11
Manufacturers................................................................................................................ 11
To Add a Manufacturer................................................................................................... 12
To Add a Manufacturer Model.......................................................................................... 12
Managing Equipment..................................................................................14
Equipment Types............................................................................................................14
Resource Equipment....................................................................................................... 15
Item Classes for Equipment and Components.................................................................... 16
Target Equipment........................................................................................................... 17
Model Equipment........................................................................................................... 19
Equipment Inquiries....................................................................................................... 20
To Add an Equipment Type............................................................................................. 21
To Add Equipment.......................................................................................................... 21
To Create an Item Class for Model Equipment................................................................... 22
To Create an Item Class for Components.......................................................................... 24
To Create an Item Class for Consumable Items................................................................. 26
To Create an Item Class for Non-Equipment Entities or Items That Are Part of Equipment........ 27
To Add Model Equipment................................................................................................ 29
To Create Equipment for Sold Items.................................................................................30
To Add a Model Equipment Sale to a Service Order, Appointment, or Sales Order....................31
To Add a Sale of Optional Components to a Service Order, Appointment, or Sales Order...........32
To Add Upgraded Components to a Service Order, Appointment, or Sales Order......................33
To Add Replaced Target Equipment to a Service Order, Appointment, or Sales Order................35
To Replace Components in Target Equipment.....................................................................36
Processing Service Contracts..................................................................... 38

Service Contracts........................................................................................................... 38
Service Contract Schedules............................................................................................. 39
Service Order or Appointment Generation......................................................................... 40
To Create a Master Contract............................................................................................41
To Create a Service Contract........................................................................................... 41
To Add a Schedule......................................................................................................... 42
| Contents | 3
To Generate Service Orders or Appointments.................................................................... 45
Equipment Management Use Cases............................................................ 47

Selling Model Equipment................................................................................................. 47
Selling a Model Equipment Entity and Optional Component................................................. 50
Selling an Optional Component of Target Equipment...........................................................53
Upgrading a Default Component of Model Equipment to Be Sold.......................................... 56
Replacing Target Equipment............................................................................................ 59
Replacing a Component of Target Equipment..................................................................... 62
Selling a Stock Item that Do Not Require Record in the Equipment Management Module.......... 65
Equipment Management Form Reference................................................... 69

Component Summary..................................................................................................... 69
Contract Schedule Details Summary................................................................................. 71
Contract Schedule Summary........................................................................................... 73
Contract Summary......................................................................................................... 74
Create Equipment for Sold Items..................................................................................... 75
Equipment..................................................................................................................... 76
Equipment Management Preferences................................................................................ 85
Generate from Service Contracts..................................................................................... 86
Manufacturer Models.......................................................................................................89
Manufacturers................................................................................................................ 89
Master Contracts............................................................................................................ 90
Model Equipment and Component Summary......................................................................91
Service Contract Schedules............................................................................................. 92
Service Contracts........................................................................................................... 99
Service Templates.........................................................................................................103
Equipment Management Reports..............................................................106

Appointment Details by Contract.................................................................................... 106
Appointment Details by Target Equipment....................................................................... 107
Contract List................................................................................................................ 108
Service Order Details by Contract.................................................................................. 108
Service Time Activity by Contract...................................................................................109
Target Equipment List................................................................................................... 110
Appendix.................................................................................................. 111
Reports....................................................................................................................... 111
Report Form....................................................................................................... 111
Report................................................................................................................115
Form Toolbar................................................................................................................116
Table Toolbar............................................................................................................... 118
Glossary...................................................................................................................... 121
| Copyright | 4
Copyright
©2018 Acumatica, Inc.

ALL RIGHTS RESERVED.
No part of this document may be reproduced, copied, or transmitted without the express prior consent
of Acumatica, Inc.
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respective companies.
Software Version: 2017 R2

Last updated: June 29, 2018
| Overview of Equipment Management Processes | 5
Overview of Equipment Management Processes

By using the Equipment Management module, you can maintain and track information about the
equipment that your company uses to provide services or for which your company provides services.
For frequently maintained equipment, you can create schedules of the services to be provided according
to the agreement with customer. With the integration between the Equipment Management module and
the Service Management module of Acumatica ERP, you can easily process service orders related to
schedules of equipment maintenance.
You use the Equipment Management module and its forms to perform a variety of procedures related to
managing equipment, which are briefly described in the following sections of this topic.
Integrating the Equipment Management Module with Other Modules

From the Equipment Management module, you can generate service orders in the Service Management
module according to schedules of service contracts. After appointments and service orders are
completed or closed, you can generate billing documents in an appropriate module depending on the
settings of the Service Management module. The following options are available:
• Generating documents in the Accounts Receivable or Accounts Payable module
• Generating documents in the Sales Order module
The documents are further processed in the respective modules and post financial transactions to the
General Ledger module. In the following figure, you can see the flow of documents from the Equipment
Management module.
Figure: Document flow from Equipment Management
Managing and Tracking Equipment

You can enter, maintain, and track information on the equipment that is involved in the service delivery
process. In Acumatica ERP, equipment is divided into two major categories, resource equipment and
target equipment, based on how the equipment is related to the service. Resource equipment is a
resource of your company that is used to perform services, while target equipment is serviced by your
company. In the system, you can easily track the resource equipment used during appointments, keep
information and arrange appointments for maintenance of target equipment.
In Acumatica ERP, you can track the serial numbers of equipment after it is sold. You can track the
warranties, upgrades, and all other pertinent information for the equipment by using its serial number.
You can also track the service history for the equipment, including every part that has been added to it.
The system also supports tracking multiple serial numbers for the same equipment and tracking serial
numbers for different components. An unlimited number of serial numbers can be tracked.
For details, see Managing Equipment.
Processing Service Contracts

With the Equipment Management, you can easily create and manage multiple schedules of equipment
service delivery for each customer. You then generate service orders in Service Management, plan and
schedule all the appointments by using calendar boards. For details, see Processing Service Contracts.
Other Processes
• Managing service templates, as described in Managing Service Templates
• Managing manufacturers, as described in Manufacturers

| Configuring Equipment Management | 8
Configuring Equipment Management

This topic describes the process of implementing the Equipment Management module in Acumatica ERP.
In this topic, you will read about the preparation stage and the actual implementation of the Equipment
Management module.
Prerequisites and Dependencies
1. The license for Acumatica ERP should include the Equipment Management feature. The feature
should be enabled on the Enable/Disable Features (CS100000) form. For details, see Enabling
Features.
2. The initial system configuration must be completed and the General Ledger module and Service
Management must be configured before you implement the Equipment Management module.
The Equipment Management module can be tightly integrated with the Inventory module. This
module does not require any change in its configuration when the Equipment Management
module is implemented; however, the module to be integrated with the Equipment Management
module should be implemented first.
Preparation
Before you begin the basic configuration of the Equipment Management module, you develop
numbering rules (which will later determine how the autonumbering sequences are configured) for
equipment.
Configuration
To start using the Equipment Management module, you need to define the numbering sequence for
equipment on the Numbering Sequences (CS201010) form, and then select this numbering sequence in
the Equipment Numbering Sequence box on the General Settings tab of the Service Management
Preferences (FS100100) form. The selected numbering sequence is automatically assigned in the
Equipment Numbering Sequence box of the Equipment Management Preferences (FS100300) form.
Also, you should select specify how the system determines the start date for the calculation of warranty
periods on the Equipment Management Preferences form. You select one of the option buttons under
Calculate Warranty From as follows:
• If the warranty period is calculated from the sales date of the equipment or component, you
select the Sales Order Date option button. The date of the sales order document is used as the
start date of the warranty period.
• If the warranty period is calculated from the installation date of the equipment or component, you
select the Appointment Date option button. The actual date of the appointment is used as the
start date of the warranty period.
• If the warranty period is calculated from the earliest date between the sales date and the
installation date, you select the The Earliest of Both Dates option button.
• If the warranty period is calculated from the latest date between the sales date and the
installation date, you select the The Latest of Both Dates option button.
Once you have specified these settings, the Equipment Management module is ready for use.
| Managing Service Templates | 9
Managing Service Templates

Along with the Inventory and Service Management modules, the Equipment Management module of the
Service suite provides you with the functionality that helps you manage services for which equipment
is used or sold when you process customers' orders. In the Equipment Management module, you can
create service templates that group services that are usually provided together for the contracts, to
speed the entry of services to service contracts.
This chapter describes the service templates as well as the process of adding service templates to the
system.
In This Chapter
• Service Templates • To Create a Service Template
Service Templates
A service template is a set of services and inventory items that is used to create service contract
schedules. Using service templates helps to reduce the time that would be spent entering the service
data into the contract when the appropriate user creates the schedule.
In this topic, you will read about creating service templates in the system and adding them to a
contract schedule.
Creating a Service Template

You can create a service template on the Service Templates (FS204900) form. On this form, you enter
the identifier of the template, the description, the service order type, and you add the services (and any
stock items) that will be used with this template. For details, see To Create a Service Template.
You can use the service templates when you schedule service contracts on the Service Contract
Schedules (FS305100) form.
Adding Service Templates to a Schedule

To speed up the process of adding services and inventory items to the service contract schedule, on
the Services tab of the Service Contract Schedules (FS305100) form, you add an appropriate service
template by selecting Service Template in the Line Type column and selecting the service template in
the Service Template ID column.
On the Service Contracts (FS305700) form, you can view the services, service templates, and inventory
items that were added to the schedules of a particular contract on the Services and Inventory Items
tabs. You can also view the prices of the services and the stock items of the contract on the Service
Prices and Inventory Item Prices tabs of the Service Contracts form, respectively.
To Create a Service Template

You use the Service Templates (FS204900) form to create a service template in the system. For details
on service templates, see Service Templates.
Before You Proceed

Before you begin creating a service template, make sure that the necessary types of equipment-related
service orders have been created on the Service Order Types (FS202300) form and services for the
orders have been created on the Non-Stock Items (IN202000) form.
| Managing Service Templates | 10
To Create a Service Template
1. On the Service tab, click Equipment Management. In the left pane, click the Configuration
tab, and then navigate to Manage > Service Templates (FS204900).
2. On the form toolbar, click Add New Record.
3. In the Service Template ID box, enter the identifier of the service template.
4. In the Description box, enter a brief description of the service template.
5. In the Service Order Type box, select the service order type related to the services of the
template.
6. On the Services tab, do the following for each service you want to add to the template:
a. On the table toolbar, click Add Row.
b. In the Service ID column, select the service you want to add.
c. In the Quantity column, change the quantity of service items (which is 1 by default) if
necessary.
7. Optional: If stock items are necessary to perform the services, on the Inventory Items tab,
perform the following steps for each stock item you need to add:
: You can add items on this tab only if the Sales Order option button is selected in Generate
Invoices In on the Preferences tab of the Service Order Types (FS202300) form for the selected
service order type.
b. In the Inventory ID column, select the stock item you want to add.
c. In the Quantity column, check the quantity of stock items and change it if necessary. By
default, 1 is specified.
: The necessary stock items have to be created on the Stock Items (IN202500) form in order to be
added on this tab.
8. Click Save.
| Managing Manufacturers | 11
Managing Manufacturers
In Acumatica ERP, you can maintain information about manufacturers and the equipment that
they produce (referred to as manufacturer models). The information about manufacturers includes
addresses and contacts. The information about manufacturer models includes the model names and the
equipment type.
This chapter describes how to manage manufacturers and their models.
In This Chapter
• Manufacturers • To Add a Manufacturer
• To Add a Manufacturer Model
Manufacturers
In the Equipment Management module, you can enter and maintain information about manufacturers
and the equipment that they produce. Once you create a manufacturer in the system, you can specify
it for any piece of equipment that is added to the system. Also, for any piece of equipment, you can
specify the related manufacturer model. The details specified for manufacturers and their models are
used for informational purposes only; no specific functionality in the system is associated with this
information.
In this topic, you will read about how manufacturers are created and assigned to equipment in the
system.
Adding Manufacturers
When you create equipment in the system, you can select any manufacturer defined in the system.
You define a manufacturer that produces equipment on the Manufacturers (FS204400) form. When you
define the manufacturer, you specify its address and main contact information, such as the identifier of
the contact person, the contact's email address, and the contact's phone and fax numbers. For details
on how to add a manufacturer, see To Add a Manufacturer.
You can assign manufacturers to new and existing equipment. For each manufacturer, you can also add
its model information to the system.
Adding Manufacturer Models

A manufacturer model is equipment that is produced by a specific manufacturer. In Acumatica ERP, you
can add a manufacturer model on the Manufacturer Models (FS204800) form. On this form, you specify
the manufacturer, the identifier of the model, and its description. You can also assign to the model an
equipment type defined in the system. For details on how to add a manufacturer model to the system,
see To Add a Manufacturer Model.
After you have entered the model, you can assign it to appropriate equipment.
Assigning a Manufacturer and Model to Equipment

You assign a manufacturer and its model to equipment in the Manufacturer Info section on the
General Info tab of the Equipment (FS205000) form. You select the manufacturer of the equipment
in the Manufacturer box, and you associate the manufacturer model with the equipment in the
Manufacturing Model box. You can also specify the year when the equipment was produced in the
Manufacturing Year box.
To Add a Manufacturer
You use the Manufacturers (FS204400) form to add a manufacturer to the system. For details on
manufacturers, see Manufacturers.
To Add a Manufacturer
1. On the Service tab, click Equipment Management. In the left pane, click the Work Area tab,
and then navigate to Manage > Manufacturers.
3. In the Manufacturer ID box, type the identifier of the manufacturer.
4. In the Description box, type a brief description of the manufacturer.
5. Optional: In the Main Contact section, specify the main contact information of the
manufacturer by doing the following:
a. In the Contact ID box, select the identifier of the contact person or department.
: The necessary contact has to be created on the Contacts (CR302000) form.
b. Check the Attention box, specify the attention line as it is used in your company's
business letters if necessary. The attention line is used to direct a letter to the proper
person if the letter is not addressed to any specific person. The attention line may contain
something like Purchase Orders Department or To whom it may concern.
c. In the Email box, specify the email address of the main contact.
d. In the Web box, specify the main contact's website address.
e. In the Phone 1 box, specify the default phone number of the main contact.
f. In the Phone 2 box, specify an additional phone number of the main contact.
g. In the Fax box, specify the fax number of the main contact.
6. Optional: Check the Main Address section, specify the main address of the manufacturer if
necessary by doing the following:
a. In the Address Line 1 box, specify the manufacturer's address.
b. In the Address Line 2 box, specify the remainder of the address if there was not enough
space in the Address Line 1 box.
c. In the City box, specify the manufacturer's city.
d. In the Country box, specify the manufacturer's country.
e. In the State box, specify the manufacturer's state.
f. In the Postal Code box, specify the manufacturer's postal code.
7. Click Save.
To Add a Manufacturer Model

You use the Manufacturer Models (FS204800) form to add a manufacturer model to the system. For
details on manufacturer models, see Manufacturers.
Before You Proceed

Before you begin creating a manufacturer model, make sure that the necessary manufacturer has been
created on the Manufacturers (FS204400) form.
To Add a Manufacturer Model
and then navigate to Manage > Manufacturer Models.
2. On the form toolbar, click Add Row.
3. In the Manufacturer ID box, select the identifier of the manufacturer that makes this particular
model.
4. In the Model ID box, type the identifier of the manufacturer model.
5. In the Description box, type a brief description of the manufacturer model.
6. Optional: In the Equipment Type box, select the equipment type associated with the model.
7. Click Save.
| Managing Equipment | 14
Managing Equipment
In Acumatica ERP, you can maintain all the necessary information about equipment that your company
uses to perform services and equipment for which service is needed. You can enter the equipment
information, such as its serial number, registration information, manufacturing information, purchase
information, components and warranty information, owner, and location.
This chapter describes how to manage equipment in the system.
In This Chapter
• Equipment Types • To Add an Equipment Type
• Resource Equipment • To Add Equipment
• Item Classes for Equipment and • To Create an Item Class for Model
Components Equipment
• Target Equipment • To Create an Item Class for Components
• Model Equipment • To Create an Item Class for Consumable

Items
• Equipment Inquiries
• To Create an Item Class for Non-
Equipment Entities or Items That Are Part of
Equipment.
• To Add Model Equipment
• To Create Equipment for Sold Items
• To Add a Model Equipment Sale to a Service

Order, Appointment, or Sales Order
• To Add a Sale of Optional Components to a

Service Order, Appointment, or Sales Order
• To Add Upgraded Components to a Service

Order, Appointment, or Sales Order
• To Add Replaced Target Equipment to a

Service Order, Appointment, or Sales Order
• To Replace Components in Target Equipment
Equipment Types
In Acumatica ERP, you can enter equipment types, which are categories that are used for grouping
equipment and associating a group of equipment with a service. You create equipment types, specify
the appropriate type for each resource or target equipment, and assign equipment types to services.
These steps ensure that the right equipment will later be selected to perform these services.
In this topic, you will read about how equipment types are created and assigned to services in the
system.
Creating Equipment Types

Equipment types structure the data in the system and make it easier to select the right equipment for
performing services. Equipment of one equipment type is used for similar types of work. For instance,
if your company provides installation services, you might create the first equipment type for all drills
of the company and the second equipment type for screwdrivers. You create equipment types on the
Equipment Types (FS200800) form. For details, see To Add an Equipment Type.
Once you have created the equipment types, you can assign them to services (as described in
the section below) and to the appropriate resource or target equipment. For details, see Resource
Equipment and Target Equipment.
You can also specify an equipment type for a manufacturer model. For details, see Manufacturers. (No
specific functionality is associated with this assignment.)
Assigning Equipment Types to Services

You can specify which types of resource equipment are needed for each service. Services are defined
in the system as non-stock items of the Service type in the Inventory module on the Non-Stock
Items (IN202000) form. You assign the appropriate equipment types to the service on the Resource
Equipment Types tab of this form. For details, see To Assign Equipment Types to a Service.
Resource Equipment
In Acumatica ERP, you can enter and keep information about resource equipment. Resource equipment
is a physical resource of your company that staff members use to perform services. You specify the
appropriate equipment type for each resource equipment to ensure that the right equipment will later
be selected to perform these services.
In this topic, you will read about how resource equipment is added to the system, and how this
equipment is assigned to appointments.
Adding Resource Equipment

You add each specific entity of resource equipment (for example, a specific screwdriver or drill) that
will be used to perform services on the Equipment (FS205000) form. In the Summary area of the form,
you define this item as a resource equipment by selecting the Resource Equipment check box, select
the equipment type, and specify that your company owns the equipment by selecting the Company
option button (under Owner). For details on how to add resource equipment, see To Add Resource
Equipment.
To maintain the relevant details of each equipment entity you add to the system, you can record
additional information, such as general, manufacturing, and purchase information. For details on
manufacturing information, see Manufacturers.
Also, the Organization Structure module of Acumatica ERP (Organization suite) includes the Equipment
(EP208000) form, which is generally used to specify equipment that can be used for projects. For any
equipment that has been added to your system by using this form, you can make it available for use in
the Service Management module by clicking Extend to SM Equipment on the form toolbar and then
specifying the necessary information on the Equipment form in the Equipment Management module,
which the system brings up.
You can view information about equipment in the system on multiple forms. For details, see Equipment
Inquiries.
Assigning Resource Equipment to Appointments

You can assign the necessary resource equipment to the appointments of a service order on the Service
Orders (FS300100) form or to a particular appointment on the Appointments (FS300200) form. You use
the Resource Equipment tab of either form to assign the resource equipment. On this tab, for each
equipment entity you want to add, you add a row and select the necessary equipment entity from the
list in the Equipment ID column.
Item Classes for Equipment and Components

In Acumatica ERP, if you use the Equipment Management module to keep track of stock items and their
parts after they are sold, you need to create appropriate item classes. Item classes, which are created
and maintained on the Item Classes (IN201000) form, are used to group stock or non-stock items with
similar properties and to provide default settings for new items.
In this topic, you will read about the equipment and component item classes that you can create in the
system.
Part or Other Inventory Item Class

You create an item class of the Part or Other Inventory type in one of the following situations:
• You need to create an item class of this type for stock items that are not related to equipment
entities and should not be tracked in the Equipment Management module.
• Your company has stock items that can be sold as parts of equipment entities and can be covered
as a part of the equipment entity warranty. For example, suppose that a vehicle purchased by a
customer is defined in the system as target equipment under warranty. You want to register that a
sale of a spark plug for this vehicle is covered by the vehicle warranty. You have to create at least
one item class of the Part or Other Inventory equipment type and assign an item class of this
type to the spark plug stock item.
To create this type of item class on the Item Classes (IN201000) form, you select the Part or Other
Inventory option button under Equipment Item Class in the Equipment Management section on
the Service Management tab.
Model Equipment Item Class

You create at least one model equipment item class if after stock items are sold, you want to track
them (and their components if necessary) for preventive maintenance or warranty handling. When
you create this item class, to specify that it is a model equipment item class, you select the Model
Equipment option button under Equipment Item Class in the Equipment Management section on
the Service Management tab of the Item Classes (IN201000) form.
If you need to track the components of model equipment and perform actions (such as selling and
replacing) upon these components, you should first create at least one component item class (for
details, see the next section of this topic). In the table on the Service Management tab of the
Item Classes form for the model equipment item class, you then specify these components and
assign them component item classes. You also specify the default quantity of each component and
whether it is optional. Then when a stock item is created on the Stock Items (IN202500) form and
the model equipment class is selected, the system fills in the components in the table on the Service
Management tab.
: You can create model equipment with components only if components have been specified for its item
class.
For instructions on how to create a model equipment item class, see To Create an Item Class for Model
Equipment.
Component Item Class

You create at least one component item class if a stock item, defined as a model equipment in the
system, has components that you want to keep track of for preventive maintenance or warranty
handling. Each component that you need to track and perform actions upon (that is, selling and
replacing them) has to be defined on the Stock Items (IN202500) form as a stock item assigned to a
component item class. You define each component item class on the Item Classes (IN201000) form. To
specify that the item class is a component item class, you select the Component option button under
Equipment Item Class in the Equipment Management section on the Service Management tab.
: You need to associate a component with a stock item only if you will need to reflect in the system selling
and replacing components.
For instructions on how to create a component item class, see To Create an Item Class for Components.
Consumable Item Class

You create at least one consumable item class for items that are sold as parts of equipment entities
but are not under a warranty. To specify that the item class is a consumable item class, you select the
Consumable option button under Equipment Item Class in the Equipment Management section on
the Service Management tab of the Item Classes (IN201000) form.
For example, a vehicle is a customer's target equipment under warranty. You want to register in the
system an oil change for the vehicle. To do this, you have to assign an item class of the Consumable
equipment type to the stock item representing the oil.
For instructions on how to create a consumable item class, see To Create an Item Class for Consumable
Items.
Target Equipment
In Acumatica ERP, you can enter and maintain information about target equipment. Target equipment
is equipment that needs to be serviced at the customer site or at your company. You can enter this
equipment into the system manually, or it can be created automatically when a stock item that is model
equipment (that is, a stock item intended to be tracked by your company after its sale) is sold by your
company.
A piece of target equipment may have components. A component is a part of an equipment entity that
can have a warranty and a serial number that are independent of the related equipment entity.
If your company sells equipment that it expects to service later, you should define at least one item
class to be assigned to stock items that will become equipment. You should also define any components
of the stock item in the item class.
In this topic, you will read about how to add target equipment to the system, how to create target
equipment for sold stock items, how to define components and warranties, and how to assign target
equipment to services.
Adding Target Equipment

You add each specific entity of target equipment to the system to track all the equipment for which your
company provides services. You can add it manually in one of the following ways:
• If the equipment is not already defined in your system, you enter this new equipment on the
Equipment (FS205000) form in the Equipment Management module. For details, see To Add
Equipment.
• If the equipment was already defined on the Equipment (EP208000) form in the Organization
Structure module and used for projects, you can click Extend to SM Equipment on the form
toolbar to add this equipment to the Equipment Management module. The system brings up the
Equipment form in the Equipment Management module with the relevant information filled in, and
you can add or change any information and save your changes.
If your company routinely sells a stock item that your company personnel then service, you can
configure the system to automatically create the target equipment entity when an invoice is released
for a sales order that includes the stock item.
Creating Target Equipment for Sold Items

For target equipment that your company sells as stock items and that you want to track in the system
after its sale, you have to define the stock items as model equipment. If a stock item defined as model
equipment is added to a sales order on the Sales Orders (SO301000) form, and the Selling Target
Equipment action is selected in the Equipment Action column for this model equipment, when an
invoice related to the sales order is released, the system converts the entity of model equipment to an
entity of target equipment. For details, see Model Equipment.
To convert to target equipment a stock item that was not defined as model equipment and was sold,
you do the following:
1. On the Stock Items (IN202500) form, select the stock item and assign a model equipment item
class to it in the Item Classes box. For details on model equipment item classes, see Model
Equipment Item Class.
2. On the Create Equipment for Sold Items (FS500900) form, create target equipment entity to be
tracked in the Equipment Management module for the stock item. For instructions, see To Create
Equipment for Sold Items.
Regardless of when the stock item was converted to target equipment, it may have components;
that is, you may have specified components for the item class on the Service Management tab of
the Item Classes form. In this case, after you convert the stock items to target equipment, for each
piece of equipment created, you should specify the details of its components on the Component and
Warranties tab of the Equipment (FS205000) form.
Defining Components and Their Warranties

You can keep details on the components of each piece of target equipment and their warranties. To
add components to a piece of target equipment, in the Model box on the General Info tab of the
Equipment (FS205000) form, select the identifier of the model equipment (that is, the inventory
ID of the stock item that is defined as model equipment) related to this piece of target equipment.
The system adds to the piece of equipment the components that have been assigned to the model
equipment on the Service Management tab of the Stock Items (IN202500) form.
You can view the components that are defined in the system and their warranty information on the
Component Summary (FS400700) form.
Assigning Target Equipment and Components to Services

You can assign the necessary target equipment to the services of a service order on the Service Orders
(FS300100) form or to the services of an appointment on the Appointments (FS300200) form. On the
Services tab of either form, in the in the Target Equipment ID column of the row for each service
that is performed on equipment, you select the identifier of the target equipment entity from the list.
You can also assign target equipment to a schedule of a service contract in the Equipment ID column
on the Services tab of the Service Contract Schedules (FS305100) form. After you have done this,
when you generate service orders or appointments for the contract, the service orders will already
contain the target equipment assigned to the schedule of the applicable contract. Similarly, you can
assign components to schedules.
Also, while viewing a piece of target equipment on the Equipment (FS205000) form, you can schedule
an appointment for servicing the equipment by using the Schedule Appointments menu. For details
on scheduling appointments, see Appointment Scheduling Options.
Performing Actions on Target Equipment

After you have created target equipment in the system, while you are working with a sales order,
service order, or appointment, you can easily register the following actions if they are performed upon
particular target equipment entities:
• Selling an optional component of target equipment (for details, see Selling an Optional
Component of Target Equipment)
• Replacing target equipment (as described in Replacing Target Equipment)
• Replacing components of target equipment (for details, see Replacing a Component of Target
Equipment)
Model Equipment
In Acumatica ERP, you can keep track of a stock item after it has been sold to a customer. To do that,
you create a model equipment entity that is based on the stock item. A piece of model equipment is a
stock item that can be sold to a customer and tracked by your company after it is sold. When an invoice
is released, the system automatically converts it into target equipment that you can track. You can also
keep track of the details of the components of model equipment, such as the serial numbers of these
components.
In this topic, you will read about adding a model equipment entity, defining the components of the
model equipment, selling the model equipment, and performing additional actions on the equipment.
Understanding the Process of Model Equipment Creation

To create a model equipment entity in the system, you perform the following steps:
1. If you want to track the components of the model equipment entity in the system, you create
at least one item class for components on the Item Classes (IN201000) form. For details on
component item classes, see Component Item Class.
2. You create an item class for model equipment on the Item Classes form. If the model equipment
has components, you have to specify them in the item class and assign them a component item
class. For details on model equipment item classes, see Model Equipment Item Class.
3. If your company is going to register the selling and replacing of components in the system
while employees work with either service orders or sales orders, you create stock items for
the components of this model equipment entity on the Stock Items (IN202500) form. For
details on selling and replacing components, see the component-related topics in the Equipment
Management Use Cases chapter.
4. You create the model equipment entity on the Stock Items form.
Creating Model Equipment

You create a model equipment entity on the Stock Items (IN202500) form. For each entity of model
equipment, you specify its identifier and description, and select a model equipment item class.
: You can also convert an already-defined stock item to model equipment. To do this, navigate to the Stock
Items form, select the needed stock item, and then select a model equipment item class for it.
When you select the class for the stock item, the system fills in the default settings (along with any
components) that have been specified for the class and selects the Model Equipment check box
on the Service Management tab of the Stock Items form, which defines the stock item as model
equipment. You then specify the manufacturer of the equipment in the Manufacturer box (for details,
see Manufacturers) and save your changes to the stock item that is defined as model equipment.
For instructions on how to add model equipment, see To Add Model Equipment.
Defining Components and Warranties

If components are defined for a model equipment item class on the Item Classes (IN201000) form, the
system adds the components with the default settings when you create a model equipment entity on
the Stock Items (IN202500) form and select this item class. In the Components table of the Service
Management tab, you can view the details of the components and change them if necessary.
: You can add only components that are defined for the model equipment item class.
If you are going to perform sales or replacement of these components and track them in the system,
stock items should be created in the system for them. If stock items have been created for any of the
components listed for a model equipment entity, you select the default inventory identifier of each such
component in the Inventory ID column in the Components table.
On this tab, you can also specify the warranty period provided for the model equipment in the
Equipment General Warranty section, and for its components in the table. Based on the information
provided in this section, the system calculates the warranty period for target equipment that is created
for this model equipment. Depending on the setting in the Equipment Settings section of the
Equipment Management Preferences (FS100300) form, the system uses an installation date or the sales
date to calculate the warranty period.
Selling Model Equipment

When you sell model equipment, you create a sales order that includes the equipment being sold for
(with the Selling Model Equipment action selected) on the Document Details tab of the Sales Orders
(SO301000) form. You then process the sales order, as described in Sales Order Processing Options.
When you release the invoice for the sales order, the system creates a target equipment entity on
the Equipment (FS205000) form with the customer location assigned based on the customer location
that was assigned to the model equipment on the Stock Items (IN202500) form. For details on target
equipment, see Target Equipment.
Alternatively, you can reflect a sell of a piece of model equipment in an appointment or service order
on the Appointments (FS30.02.00) or Service Orders (FS300100) form, respectively. If you use these
forms, you can schedule the installation of the equipment along with the sale.
Performing Actions on Model Equipment

After you have created target equipment in the system, while you are working with a sales order,
service order, or appointment, you can easily register the following actions being performed upon
particular target equipment entities:
• Selling a piece for model equipment (for details, see Selling Model Equipment)
• Selling model equipment and optional component for it (for details, see Selling a Model Equipment
Entity and Optional Component)
• Selling a model equipment with a replaced default component (as described in Upgrading a
Default Component of Model Equipment to Be Sold)
Equipment Inquiries
In Acumatica ERP, you can easily view the needed details of the equipment that your company services
and the appointments in which the equipment was involved.
In this topic, you will read about viewing equipment details and equipment appointments.
Viewing Equipment-Related Stock Items

On the Model Equipment and Component Summary (FS400400) form, you can view the list of all the
stock items defined in the system as model equipment or components. You can filter the list by item
class ID.
Viewing Equipment Details

On the Equipment Summary (FS400200) form, you can view the list of all equipment added to the
system and its general information, such as type, description, serial number, owner information, model,
and installation date. You can filter the list by equipment type, customer (for equipment owned by
customers rather than your company), customer location, and model (stock item ID).
To view the details of a particular equipment entity, you can click its equipment number in the
Equipment Nbr. column. The system navigates to the Equipment (FS205000) form.
Viewing Component Details

On the Component Summary (FS400700) form, you can view the list of all components related to
target equipment in your system You can filter the list by equipment entity, customer (for equipment
owned by customers rather than your company), customer location, and model (stock item ID).
To view the details of the equipment related to a particular component, you can click the equipment
number in the Equipment Nbr. column. The system navigates to the Equipment (FS205000) form.
Viewing Equipment Appointments

On the Appointment Details History (FS400500) form, you can filter the list of appointments by the
particular equipment that was used during the appointments. You can go directly to this form and filter
the list as needed, or you can invoke this form on the Equipment (FS205000) form to view the history
of the selected equipment as follows:
• By clicking Inquiries > Resource Equipment History on the form toolbar if the selected
equipment is resource equipment
• By clicking Inquiries > Target Equipment History on the form toolbar if the selected
equipment is target equipment
To Add an Equipment Type

You use the Equipment Types (FS200800) form to add an equipment type to the system. For details on
equipment types, see Equipment Types.
To Add a Equipment Type
1. On the Services tab, click Service Management. In the left pane, click the Work Area tab,
and then navigate to Manage > Equipment Types.
2. On the form toolbar, click Add Row.
3. In the Equipment Type column, enter the identifier of the equipment type.
4. In the Description column, enter a brief description of the equipment type.
5. Click Save.
After you have added the needed equipment types to the system, you can assign equipment types to
services and create the equipment of your company. For details, see To Assign Equipment Types to a
Service and To Add Equipment.
To Add Equipment
You add equipment on the Equipment (FS205000) form.
Before You Proceed

Before you start, make sure that the necessary equipment types are created on the Equipment Types
(FS200800) form. For details, see Resource Equipment.
To Add Equipment
and then navigate to Manage > Equipment.
3. In the Equipment Type box, select the type of the equipment you are creating.
4. Do the following:
• If the equipment is owned by your company and used to perform services, select the
Resource Equipment check box.
: You cannot select this check box if the Customer option button is selected under Owner.
• If the equipment needs to be serviced by your company, select the Target Equipment
check box.
• If the equipment is owned and used by your company but currently it needs to be serviced
by your company, select both check boxes.
5. Optional: In the Serial Number box, enter the serial number of the equipment.
6. Optional: In the Description box, enter a brief description of the equipment.
7. Under Owner, do one of the following:
• If your company is an owner of the equipment, select Company.
• If a customer is an owner of the equipment, select Customer and specify the customer in
the Customer box.
8. If the equipment is placed at your company location, under Location, do the following:
• In the Branch box, select the branch where the equipment is placed.
• Check the Branch Location box, and change it if necessary.
9. If the equipment is placed at customer location, under Location, do the following:
• In the Customer box, select the customer at whose location the equipment is placed.
• Check the Location box, and change it if necessary.
10. Click Save.
To Create an Item Class for Model Equipment

Model equipment is a stock item that is tracked after it is sold in the Equipment Management module as
target equipment. You create an item class for model equipment on the Item Classes (IN201000) form.
For details on item classes, see Item Classes for Equipment and Components.
Before You Proceed

Before you start creating item classes, make sure that the necessary units of measure have been
created on the Units of Measure (CS203100) form. If you want to specify different values for the unit
conversions, make sure that the Multiple Units of Measure feature is enabled on the Enable/Disable
Features (CS100000) form.
If you are creating an item class for equipment with components (and you are going to sell or replace
these components), make sure that the component item class has been created in the system. For
instructions on how to create a component item class, see To Create an Item Class for Components.
To Create an Item Class for Model Equipment
1. On the Distribution tab, click Inventory. In the left pane, select the Configuration tab, and
then navigate to Manage > Item Classes (IN201000).
2. In the Class ID box, enter the identifier to be used for the item class.
3. Optional: In the Description box, enter a brief description of the item class.
4. On the General Settings tab, in the General Settings section, perform the following
instructions:
• Make sure the Stock Item check box is selected.
• Optional: In the Tax Category box, select the tax category to be assigned by default to
new items of this item class.
• Optional: In the Posting Class box, select the posting class to be assigned by default to
• Optional: In the Lot/Serial Class box, select the lot/serial class you want to be used for
items of this class.
• Optional: In the Price Class box, select the price class to be assigned to new items of this
service class.
• Optional: In the Default Warehouse box, select the warehouse that is generally used for
receiving and issuing the items of this item class. The selected warehouse will be assigned
to new items of this item class by default.
• In the Availability Calculation Rule box, select the availability calculation rule to be used
for calculating the availability of inventory items of this item class.
5. On the General Settings tab, in the Units of Measure section, do the following:
• In the Base Unit box, select the unit of measure to be used as the default base unit for
items of the item class.
• In the Sales Unit box, select the unit of measure to be used as the default sales unit for
• In the Purchase Unit box, select the unit of measure to be used as the default purchase
unit for items of the item class.
6. On the Service Management tab, in the Equipment Management section, do the following:
a. Under Equipment Item Class, select the Model Equipment option button.
b. If you need to keep track of the serial numbers and warranty information of equipment
components, in the table, add components by doing the following for each component:
a. Click Add Row.
b. In the Component ID column, type the identifier you want to assign to the
component.
c. Optional: If the component is optional for this model equipment entity, in the
Optional column, select the check box.
d. In the Quantity column, specify the quantity of the component of a stock item of
this class.
e. Optional: In the Description column, type a brief description of the component.
f. In the Class ID column, select the item class related to the component.
7. Click Save on form toolbar.
Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when
an element is required and when it is not, and when the system fills in settings by default. Other notes
can also be described in this section.
Note the following about the General Settings section of the form:
• Tax categories, which can be selected in the Tax Category box, are defined on the Tax
Categories (TX205500) form.
• Posting classes, which can be selected in the Posting Class box, are defined on the Posting
Classes (IN206000) form.
• The Lot/Serial Class box is available only if the Lot and Serial Tracking feature is enabled on
the Enable/Disable Features (CS100000) form. Lot and serial classes are defined on the Lot/Serial
Classes(IN207000) form.
• Item price classes, which can be selected in the Price Class box, are defined on the Item Price
• The Default Warehouse box is available only if the Multiple Warehouses feature is enabled on
the Enable/Disable Features form. Warehouses are defined on the Warehouses (IN204000) form.
• The Availability Calculation Rule box is available only if the Inventory feature is enabled on
the Enable/Disable Features form. Availability calculation rules are defined on the Availability
Calculation Rules (IN201500) form.
Note the following about the Unit of Measure section of the form: If the Multiple Units of Measure
feature is disabled on the Enable/Disable Features form, if a unit of measure is selected for any of the
boxes, it will be automatically selected for the rest of boxes.
To Create an Item Class for Components

A component is a part of a equipment entity that can have a warranty and a serial number. You create
an item class for components of equipment entities on the Item Classes (IN201000) form.
Before You Proceed

To Create an Item Class for Components
instructions:
service class.
5. On the General Settings tab, in the Unit of Measure section, do the following:
6. On the Service Management tab, in the Equipment Management section, under Equipment
Item Class, select the Component option button.

To Create an Item Class for Consumable Items

A consumable item is an item that is sold as a part of an equipment entity and is not under a warranty.
You create an item class for these items on the Item Classes (IN201000) form.
Before You Proceed

To Create an Item Class for Consumable Items
instructions:
service class.
Item Class, select the Consumable option button.

To Create an Item Class for Non-Equipment Entities or Items

That Are Part of Equipment.
When the Equipment Management feature is enabled on the Enable/Disable Features (CS100000) form,
you have to create item classes for stock items that are not tracked in the Equipment Management
module, as described in the procedure below. You also create item classes for parts of equipment that
can be sold under a warranty of equipment. You create an item class for these stock items on the Item
Before You Proceed

To Create an Item Class for Non-Equipment Entities or Items That Are Part of Equipment.
instructions:
service class.
Item Class, make sure the Part or Other Inventory option button is selected.

To Add Model Equipment

You create an entity of model equipment on the Stock Items (IN202500) form.
Before You Proceed

Before you start adding model equipment, make sure that the necessary item class has been created on
the Item Classes (IN201000) form. For details, see To Create an Item Class for Model Equipment.
Also, ensure that the necessary manufacturer has been created on the Manufacturers (FS204400) form.
For instructions, see To Add a Manufacturer.
To Add a Model Equipment Entity
1. On the Distribution tab, click Inventory. In the left pane, select the Work Area tab and then
navigate to Manage > Stock Items.
2. In the Inventory ID box, type the identifier to be used for the equipment entity.
3. Optional: In the Description box, enter a brief description of the equipment entity.
4. On the General Settings tab, in the Item Class box, select the item class related to the
equipment.
: The system automatically fills in the Tax Category, Posting Class, and Lot/Serial Class boxes
if their values have been specified for the selected item class. If any of these values have not been
specified for the item class, you have to specify them for the stock item.
5. On the Service Management tab, in the Manufacturer box, select the manufacturer of this
model equipment entity.
6. Optional: In the Equipment General Warranty section of the tab, do the following:
• If your company provides a warranty for this item, in the Company Warranty boxes,
select the time period for which the warranty is valid.
• If the vendor provides a warranty for this item, in the Vendor Warranty boxes, select the
time period for which the warranty is valid.
7. If the model equipment entity has components, check the details of the component components,
and change them if necessary.
: You can change the quantity, description, and inventory ID of each component.
8. Optional: In the Components table of the tab, specify the warranty information for each
component as follows:
• If the serial number of the component does not need to be tracked, in the Requires Serial
column, clear the check box
• If your company provides a warranty for the component, do the following:
1. In the Company Warranty column, specify the number of days, months, or

years during which your company provides the warranty to a customer for this
component.
2. In the Company Warranty Type column, select the time period during which your
company provides the warranty to a customer for this component, which can be one
of the following: Day(s), Month(s), or Year(s).
• If the vendor of the component provides the warranty for it, do the following:
1. In the Vendor Warranty column, specify the number of days, months, or years
during which the vendor provides the warranty to a customer for this component.
2. In the Vendor Warranty Type column, select the time period during which the
vendor provides the warranty to a customer for this component, which can be one
of the following: Day(s), Month(s), or Year(s).
3. In the Vendor ID column, specify the vendor.
9. Click Save.
To Create Equipment for Sold Items

You use the Create Equipment for Sold Items (FS500900) form to create equipment for sold stock items
in the system. For details, see Target Equipment.
Before You Proceed

Before you start creating equipment, make sure that an item class with the Model Equipment
Item Class check box enabled on the Item Classes (IN201000) form is assigned on the Stock Items
(IN202500) form to the stock items for which you want to create equipment.
To Create Equipment for Sold Items
1. On the Service tab, click Equipment Management. In the left pane, click the Processes tab,
and then navigate to Process > Create Equipment for Sold Items.
2. Optional: In the Selection area of the form, do the following:
• If you want to view (and possibly create equipment for) the sold stock items of a particular
class, in the Item Class box, select the item class.
• If you want to view (and possibly create equipment for) the stock items that were sold
after a certain date, in the Sold After box, specify the date.
3. Do one of the following:
• To create equipment for all listed stock items, click Process All on the form toolbar.
• To create equipment for only some of the listed stock items, select the unlabeled check box
for each stock item for which you want to create equipment, and on the form toolbar, click
Process.
To Add a Model Equipment Sale to a Service Order,

Appointment, or Sales Order
You can add model equipment to be sold within a service order on one of the following forms:
• Service Orders (FS300100): You add the model equipment being sold directly to the service order.
• Appointments (FS300200): You add the model equipment being sold to the appointment, and the
equipment is automatically added to the service order.
You can also add model equipment to be sold within a sales order on the Sales Orders (SO301000)
form.
Before You Proceed

Before you start, make sure that the necessary model equipment entities have been created on the
Stock Items (IN202500) form.
To Add a Model Equipment Sale to a Service Order or Appointment
1. Navigate to the needed form by doing one of the following:
• On the Service tab, click Service Management. In the left pane, navigate to Work
Area > Enter > Service Orders (FS300100).
Area > Enter > Appointments (FS300200).
2. In the Service Order Type box, select the service order type related to the service order or
appointment.
3. In the Service Order Nbr. or Appointment Nbr. box (depending on the form you are using),
select the reference number of the needed service order or appointment.
4. On the Inventory Items tab, do the following for each model equipment entity being sold as
part of the service order:
b. In the Line Type column, make sure that Inventory Item is selected.
c. In the Inventory ID column, select the identifier of the stock item that is the model
equipment being sold.
d. In the Equipment Action column, select Selling Model Equipment.
5. Click Save on the form toolbar.

: The Line Ref. numbers in the table on the Inventory Items tab are assigned automatically and
cannot be changed.
To Add a Model Equipment Sale to a Sales Order
1. On the Distribution tab, click Sales Orders. In the left pane, navigate to Work Area >
Enter > Sales Orders (IN202500).
2. In the Order Type box, select the order type related to the sales order.
3. In the Order Nbr. box, select the reference number of the needed sales order.
4. On the Document Details tab, do the following for each model equipment entity being sold as
part of the sales order:
b. In the Inventory ID column, select the identifier of the stock item that is the model
equipment being sold.
c. In the Equipment Action column, select Selling Model Equipment.
To Add a Sale of Optional Components to a Service Order,

You can add the sale of optional components within a service order on one of the following forms:
• Service Orders (FS300100): You add the sale of optional components directly to the service order.
• Appointments (FS300200): You add the sale of optional components to the appointment, and the
You can also add the sale of optional components within a sales order on the Sales Orders (SO301000)
form.
To Add a Sale of Optional Components to a Service Order or Appointment
appointment.
4. On the Inventory Items tab, do the following for each optional component being sold as part of
the service order:
c. In the Inventory ID column, select the identifier of the stock item that is associated with
the component.
d. In the Equipment Action column, select Selling Optional Component.
e. If the component is being added to a piece of target equipment, in the Target

Equipment ID column, select the identifier of the target equipment.
f. If the component is being added to a piece of model equipment that is being sold within
the same service order or appointment, in the Model Equipment Line Nbr. column,
select the line reference number of the model equipment.
g. In the Component ID column, select the identifier of the component specified in the
model equipment.

cannot be changed.
To Add a Sale of Optional Components to a Sales Order
4. On the Document Details tab, do the following for each component being sold as part of the
sales order:
b. In the Inventory ID column, select the identifier of the stock item that is associated with
the component.
c. In the Equipment Action column, select Selling Optional Component.
d. If the component is being added to a piece of target equipment, in the Target

Equipment ID column, select the identifier of the target equipment.
e. If the component is being added to a piece of model equipment that is being sold within
the same sales order, in the Model Equipment Line Nbr. column, select the line
reference number of the model equipment.
f. In the Component ID column, select the identifier of the component specified in the
model equipment.
To Add Upgraded Components to a Service Order,

You can add components (upgraded components) that replace the default components of the model
equipment being sold within a service order on one of the following forms:
• Service Orders (FS300100): You add the upgraded components directly to the service order.
• Appointments (FS300200): You add the upgraded components to the appointment, and the
You can also add upgraded components within a sales order on the Sales Orders (SO301000) form.
Before You Proceed

Before you start, make sure that the necessary components have been created on the Stock Items
(IN202500) form. The model equipment entities for which you want to upgrade components have to
be already added to the sales order, service order, or appointment. For details, see To Add a Model
Equipment Sale to a Service Order, Appointment, or Sales Order.
To Add Upgraded Components to a Service Order or Appointment
appointment.
4. On the Inventory Items tab, do the following for each component being replaced (upgraded):
c. In the Inventory ID column, select the identifier of the stock item that is associated with
the component being upgraded.
d. In the Equipment Action column, select Upgrading Component.
e. In the Model Equipment Line Nbr. column, select the line reference number in the
service order or appointment of the model equipment in which you want to upgrade a
component.
f. In the Component ID column, select the identifier of the component being upgraded
specified in the model equipment.

cannot be changed.
To Add Upgraded Components to a Sales Order
4. On the Document Details tab, do the following for each upgraded component being sold as
part of the sales order:
b. In the Inventory ID column, select the identifier of the stock item that is associated with
the component being upgraded.
c. In the Equipment Action column, select Upgrading Component.
d. In the Model Equipment Line Nbr. column, select the line reference number in the
service order or appointment of the model equipment in which you want to upgrade a
component.
e. In the Component ID column, select the identifier of the component being upgraded
specified in the model equipment.

To Add Replaced Target Equipment to a Service Order,

You can reflect the replacement of target equipment in a service order on one of the following forms:
• Service Orders (FS300100): You add the replaced target equipment directly to the service order.
• Appointments (FS300200): You add the replaced target equipment to the appointment, and the
You can also add replaced target equipment within a sales order on the Sales Orders (SO301000) form.
Before You Proceed

Before you start, make sure that the necessary model equipment entities have been created on the
Stock Items (IN202500) form.
To Add Replaced Target Equipment to a Service Order or Appointment
appointment.
4. On the Inventory Items tab, do the following for each piece of target equipment that is being
replaced:
c. In the Inventory ID column, select the identifier of the stock item that is the new model
equipment replacing the target equipment.
d. In the Equipment Action column, select Replacing Target Equipment.
e. In the Target Equipment ID column, select the piece of target equipment that is being
replaced.

cannot be changed.
To Add Replaced Target Equipment to a Sales Order
4. On the Document Details tab, do the following for each replaced target equipment as part of
the sales order:
b. In the Inventory ID column, select the identifier of the stock item that is the new model
equipment replacing the target equipment.
c. In the Equipment Action column, select Replacing Target Equipment.
d. In the Target Equipment ID column, select the piece of target equipment that is being
replaced.
To Replace Components in Target Equipment

You can reflect that components were replaced as part of a service order by adding components on one
of the following forms:
• Service Orders (FS300100): You add the model equipment being sold directly to the service order.
• Appointments (FS300200): You add the model equipment being sold to the appointment, and the
You can also register the replacement of the component on the Equipment (FS205000) form.
Before You Proceed

Before you start, make sure that the necessary components have been created on the Stock Items
(IN202500) form.
To Replace Components Within a Service Order or Appointment
appointment.
4. On the Inventory Items tab, do the following for each component you want to replace:
c. In the Inventory ID column, select the identifier of the stock item that is a replacement
component.
d. In the Equipment Action column, select Replacing Component.
e. In the Target Equipment ID column, select the target equipment whose component is
being replaced.
f. In the Component Line Ref. column, select the line reference number of the equipment
component to be replaced in the target equipment. The line reference number is derived
from the Line Ref. column on the Components and Warranties tab of the Equipment
(FS205000) form.

cannot be changed.
To Replace Components on the Equipment Form
1. On the Services tab, click Equipment Management. In the left pane, navigate to Work
Area > Manage > Equipment (FS205000).
2. In the Equipment Nbr. box, select the equipment entity whose components are being replaced.
3. On the Components and Warranties tab, click the line with the component is being replaced.
4. Click Replace Component on the table toolbar.
5. In the Replace Component dialog box, which opens, do the following:
a. In the Installation Date box, select the installation date of the new component of the
target equipment.
b. In the Sales Date box, select the sales date of the new component of the target
equipment.
c. In the Component ID box, make sure that the identifier of the replacement component
is selected.
d. In the Inventory ID column, select the stock item of the component that replaces the
selected component.
e. Click Replace Component.
6. Repeat Steps 3 through 5 for each component you want to replace.
: The system changes the status of the replaced components to Disposed on the Equipment (FS205000)
form. The system also specifies the line reference number of the replacement component in the
Component Replaced column for the line with the replaced component.
| Processing Service Contracts | 38
Processing Service Contracts

The Equipment Management module provides you with the functionality of processing and tracking
contracts on services that customers of your company order. A service contract represents a document
that contains information on periodical services that a customer ordered. For instance, you can use
service contracts to create maintenance schedules on target equipment.
This chapter describes service contracts, their schedule, and service order generation from contracts in
Acumatica ERP.
In This Chapter
• Service Contracts • To Create a Master Contract
• Service Contract Schedules • To Create a Service Contract
• Service Order or Appointment Generation • To Add a Schedule
• To Generate Service Orders or Appointments
Service Contracts
In Acumatica ERP, you can control the steps required to process your company's service contracts, from
entering them to generating service orders or appointments based on the terms of the contract.
In this topic, you will read about the general workflow of entering and processing service contracts.
Understanding the Workflow

In general, the processing of a service contract consists of the following steps:
1. Entering the service contract: The scheduler or service manager enters the service contract into
the system. This step is described later in this topic.
2. Creating the schedule: The scheduler creates the schedule (or schedules) for service delivery for
the contract. For details, see Service Contract Schedules.
3. Generating the service orders: The scheduler generates service orders in the Service
Management module. For details, see Service Order or Appointment Generation.
After the service orders have been generated, they are processed in the Service Management module,
as described in Service Order Processing Workflow.
Entering a Service Contract

You start your work with the service contract by the entering the contract on the Service Contracts
(FS305700) form. On this form, you specify the following information:
• The customer and its location
• The date information of the service contract
• Your company's branch and its location
• The type of the documents to be generated for the service contract (service orders or
appointments)
• The source of the prices for each item in the contract (price list or contract)
• The services and inventory items (by defining service contract schedules)
• Optional: The master contract to which this service contract is related
• Optional: The vendor if a vendor rather than a staff member delivers services
• Optional: The commission information if salesperson is involved
By default, the Open status is selected in the Status box on the Service Contracts form for each new
service contract that you create in the system.
For details on how to create the service contract in the system, see To Create a Service Contract.
For each service contract that you enter into the system, you create at least one schedule of the
services that need to be performed, and you can then generate service orders for the customer
according to the schedule. For details, see Service Contract Schedules and Service Order or
Appointment Generation.
Service Contract Schedules

With the Equipment Management module of Acumatica ERP, you can manage the schedules of the
service contracts. A schedule in the contract defines the services, inventory items, and other settings
that the generated service order will have, as well as the recurrence of the generation. According to the
specified schedules, the service orders or appointments are generated for a customer.
In this topic, you will read about creating a schedule and specifying its settings.
Creating a Service Contract Schedule

You create a new service contract schedule by using the Service Contract Schedules (FS305100) form,
which opens when you click the Add Schedule button on the table toolbar on the Schedules tab of the
Service Contracts (FS305700) form. On the Service Contract Schedules form, you select the customer
location related to the schedule and the service order type of the service orders or appointments that
will be generated according to the schedule. You then specify the following information:
• The services that are delivered
• Any inventory items involved in the process of preforming services
• The schedule settings
For details on how to add a schedule, see To Add a Schedule.

For each contract, you can create one schedule or multiple schedules. The system generates reference
numbers for schedules based on the reference number of the related service contract and the sequence
number of the schedule created for this service contract (1 for the first schedule, 2 for the second,
and so on). For example, if the service contract has the reference number 000001 in the system and
you create the first schedule for this service contract, the reference number of the schedule will be
000001-1. You can view the list of created schedules for a particular service contract on the Schedules
tab of the Service Contracts form.
Defining Schedule Settings

On the Service Contract Schedules form, for each schedule, you have to specify the recurrence
frequency type and the schedule settings. Frequency-type recurrence settings define how often the
schedule applies. You can select one of the following options:
• Daily: The schedule applies daily or every x days.
• Weekly: The schedule applies weekly or every x weeks.
• Monthly: The schedule applies monthly or every x months.
• Annual: The schedule applies yearly or every x years.

After you select the frequency type, you have to specify settings for the selected type as follows:
• If you selected the Daily frequency type, you have to specify the time interval in days when the
schedule applies. For example, if you specify every 1 day, the schedule applies every day, and if
you specify every 2 days, the schedule applies every other day.
• If you selected the Weekly frequency type, you have to specify the time interval in weeks and
the day or days of the week when the schedule applies. For example, if you specify every 2 weeks
and select Monday, the schedule applies Monday of every other week.
• If you selected the Monthly frequency type, you have to specify the time interval in months and
the day or days of the month when the schedule applies. There are two options for specifying
the day: by the number of the day of the month, or by the week of the month and the day of the
week. For example, you can specify that the schedule repeats every 2 months on the 2nd day of
the month, or on the 2nd Monday of the month. You can specify up to four days for the Monthly
frequency type.
• If you selected the Annual frequency type, you have to specify the time interval in years, the
month or months of the year, and the day of the month when the schedule applies. There are two
options for specifying the day of the month: by the number of the day of the month (for example,
every 2 years on the 2nd day of February and March), or by the week of the month and the day of
the week (for example, every year on the 2nd Monday of February and March).
If the Enable Seasons Option in Schedule Contracts check box is selected on the Service
Management Preferences (FS100100) form, you can also specify the months when the schedule is
applicable for the Daily, Weekly, and Monthly frequency types in the Season Settings section of the
Service Contract Schedules form.
Applying Schedule Setting Example

For instance, suppose that according to the contract, your company has to perform maintenance
services for a customer the first day of every month. On the Service Contract Schedules form, you
specify the service order type associated with maintenance services, and then you define the settings of
the service contract schedule on the Recurrence tab of the form as follows:
1. You set the frequency type of schedule recurrence to Monthly (that is, you select this option
button under Frequency Type).
2. In the Monthly section, you set the time interval when the schedule applies to Every 1
Month(s).
3. Under Schedule On, you select the Fixed Day of Month option button and select 1 in the
related box.
On the Recurrence tab of the form (right of Frequency Type), you see the description of your
schedule recurrence: Occurs Every 1 Month(s) on 1st day of that month. You can view the days of
recurrence of the schedule (that is, the days when the service orders or appointments are generated
according to this schedule if you launch the generation process) on the Forecast tab of the form. For
details on generating service orders or appointments, see Service Order or Appointment Generation.
Service Order or Appointment Generation

In Acumatica ERP, the final step of processing a service contract is generating the service orders or
appointments for it.
In this topic, you will read about how the service orders or appointments are generated for the contract
and how the generation process can be canceled in the system.
Generating Service Orders or Appointments

Depending on the schedule generation type of the contract, you generate the service orders or
appointments according to the service contract schedules you have created. You can generate service
orders or appointments manually or create an automation schedule to generate the service orders or
appointments. For more information on automation, see Scheduled Processing.
To generate schedules manually, you use the Generate from Service Contracts (FS500300) form. You
can navigate directly to this form, or you can navigate to this form from the Service Contract Schedules
(FS305100) form by clicking the Generate from Service Contracts button on the form toolbar. (This
button becomes available after you have specified the schedule recurrence settings and saved the
service contract schedule.)
On the Generate from Service Contracts form, you can filter the list by customer, customer location,
branch, and branch location, and you have to select the date up to which you want to generate
schedules in the system. You can then generate all listed service contract schedules or only those you
select. For details, see To Generate Staff Schedules.
Once you have generated schedules, you can modify and process the generated service orders or
appointments in the Service Management module. For details, see Service Order Processing Workflow.
Viewing and Canceling Generation Processes

You can view information about the generation process, such as the date until which the service orders
or appointments are generated and the date when the service orders or appointments were generated,
on the Run History tab of the Generate from Service Contracts form.
If you have accidentally generated the wrong service orders or appointments, you can cancel the last
generation process by clicking the Roll Back Latest Generation Process button on the Run History
tab of the Generate from Service Contracts form. Once you have canceled the last generation process,
the schedules used to generate service orders or appointments during this process appear on the
Schedules tab. You can view and change their details and generate them again or delete them from
the system. You can cancel all generated schedules by rolling back each schedule generation process
one by one.
To Create a Master Contract

You use the Master Contracts (FS204700) form to create a master contract in the system.
To Add a Master Contract
1. On the Service tab, click Equipment Management. In the left pane, click the Configuration
tab, and then navigate to Manage > Master Contracts.
3. In the Master Contract ID box, type the identifier of the master contract.
4. In the Customer ID box, select the customer with which the contract is signed.
5. Optional: In the Branch ID box, select the branch that provides services associated with the
contract.
6. In the Description box, enter a brief description of the master contract.
7. Click Save.
To Create a Service Contract

You create a service contract by using the Service Contracts (FS305700) form.
To Create a Service Contract
and then navigate to Enter > Service Contracts.
2. In the Customer box, select the customer with which the contract is signed.
3. Check the location of the customer in the Location box, and change it if necessary.
4. In the Description box, enter a brief description of the service contract.
5. In the Start Date box, select the start date when the service orders can be generated for this
contract.
6. If the contract expires on a certain date, do the following:
a. Select the Enable Expiration Date check box.
b. In the Expiration Date box, select the end date of the contract.
7. Check the Status box, and change it if necessary.
8. In the Branch box, check the branch of your company that handles the service orders, and
change it if necessary.
9. In the Branch Location box, check the branch location of your company that handles the
service orders, and change it if necessary.
10. In the Schedule Generation Type box, select whether service orders or appointments will be
generated for the service contract.
11. If a vendor performs services associated with the service contract, in the Vendor ID box, select
the vendor.
: To be selected on the current form, the vendor has to be enabled as a staff member in the
Service Management section on the Vendors (AP303000) form.
12. If a particular salesperson sells services to the customer, in the Commission section, do the
following:
• In the Salesperson ID box, specify the salesperson who is assigned to the customer.
• If the commission is paid to the salesperson, select the Commissionable check box
13. In the Price Settings section, select the source of the prices for each item in the contract as
follows:
• To use for billing the service prices and inventory item prices specified in the Default Price
box on the Price/Cost Info tab of the Non-Stock Items (IN202000) and Stock Items
(IN202500) forms or on Sales Prices (AR202000) form, select the Price List option button.
• To use for billing the service prices and inventory item prices in the contract are used for
billing, select the Contract option button. The price for each element have to be specified
on the Service Prices and Inventory Item Prices tab.
14. Click Save.
After you have saved the entered information of the contract, you add schedule or multiple schedules
to the service contract to define the service, inventory items, and the recurrence of the generation. For
details, see To Add a Schedule.
To Add a Schedule
You create a schedule for a particular service contract on the Service Contract Schedules (FS305100)
form. For details on service contract schedules, see Service Contract Schedules.
To Create a Schedule
and then navigate to Enter > Service Contracts.
2. In the Customer box, select the customer with which the contract is signed.
3. In the Service Contract Nbr. box, select the service contract for which you want to create a
schedule.
4. On the Schedules tab, click Add Schedule. The Service Contract Schedules form opens.
5. In the Location box, check the location for which you want to create a schedule, and change it if
necessary.
6. In the Service Order Type box, select the type of the service orders you want to associate with
the contract.
7. If the start date for the schedule differs from the start date of the contract, select the Enable
Custom Start Date check box.
8. If the Enable Custom Start Date check box is selected, in the Custom Start Date box,
specify the date when the schedule is applicable.
9. Optional: On the Services tab, specify services to be performed and comments and instructions
to the services as follows:
• Click Add Row.
• In the Line Type column, do the following:
• To add to the schedule a service (that is, a non-stock item of the Service type),
select Service.
• To add to the schedule a non-stock item of a type other than Service, select Non-
Stock Item.
• To add to the schedule a service template that defines services and inventory items,
select Service Template.
• To leave a comment on the services related to the schedule, select Comment.
• To leave an instruction related to the schedule, select Instruction.
• If you have selected Service or Non-Stock Item in the Line Type column, do the following:
• In the Service ID column, select the service to be performed according to the

schedule.
• Check the billing rule for the service in the Billing Rule column, and change it if
necessary.
• Check the quantity of line items in the Quantity column, and change it if necessary.
• Optional: In the Equipment ID column, select the equipment for which the service
is needed (the target equipment).
• Check the description of the service or non-stock item in the Transaction

Description column, and change it if necessary.
• If you have selected Service Template in the Line Type column, do the following:
• In the Service Template ID column, select the service template that is performed
according to the schedule.
• Check the billing rule for the service in the Billing Rule column, and change it if
necessary.
• Check the description of the service template in the Transaction Description

column, and change it if necessary.
• If you have selected Comment or Instruction in the Line Type column, in the Transaction
Description column, enter the comment or instruction for the services related to the
schedule.
10. Optional: If the customer has purchased stock items along with services, on the Inventory
Items tab, click Add Row and select the stock item from the list in the Inventory ID column.
Perform this step for each needed stock item.
11. On the Recurrence tab, do the following:
a. Under Frequency Settings, select one of the following options:
• If you want to repeat the schedule daily or every x days, click Daily.
• If you want to repeat the schedule weekly or every x weeks, click Weekly.
• If you want to repeat the schedule monthly or every x months, click Monthly.
• If you want to repeat the schedule annually or every x years, click Annual.
b. If you have selected the Daily, Weekly, or Monthly frequency type, and the Season
Settings section is available, in the Season Settings section, clear the check boxes for
the months when the schedule does not occur, if applicable. (By default, all the months
are selected.)
: The Season Settings section is available only if the Enable Seasons Option in
Schedule Contracts check box is selected on the Service Management Preferences
(FS100100) form.
c. If you have selected the Daily frequency type, in the Every box of the Daily Settings
section, specify the integer that represents how often in days the schedule occurs.
d. If you have selected the Weekly frequency type, in the Weekly Settings section, do the
following:
• In the Every box, specify the integer that represents how often in weeks the
schedule occurs.
• Select the check boxes of the days of week when the recurrence is applied to the
schedule rule.
e. If you have selected the Monthly frequency type, in the Monthly Settings section,
specify the following information:
• In the Every box, select the integer that represents how often in months the
schedule occurs.
• If you want to specify the specific day of the month when the schedule occurs,
select the On Day option button, and specify the number of the day of the month.
• If you want to specify the week of the month and the day of the week when the
schedule occurs, select the On the option button, and specify the applicable week
of the month and the day of the week.
f. If you have selected the Monthly frequency type and you want to apply a second rule
for the same month, select the Monthly 2 Selected check box in the 2nd Recurrence
Monthly Settings section, and make your selections as described in Step 10.d above.
g. If you have selected the Monthly frequency type and you want to apply a third rule for
the same month, repeat Step 10.e in the 3rd Recurrence Monthly Settings section.
h. If you have selected the Monthly frequency type and you want to apply a fourth rule for
the same month, repeat Step 10.e in the 4th Recurrence Monthly Settings section.
i. If you selected the Annual frequency type, in the Annual Settings section, do the
following:
• In the Every box, select the integer representing how often in years the schedule
occurs.
• Select the check boxes of the months when the schedule occurs.
• If you want to specify the specific day of the month when the schedule occurs,
select the Fixed Day of Month option button and specify the number of the day of
the month.
• If you want to specify the week of the month and the day of the specific week when
the schedule occurs, select the Fixed Day of Week option button and specify the
number of the week of the month and the day of the week.
12. Click Save.
After you have created a schedule, you can generate service orders according to the schedule. For
details, see To Generate Service Orders or Appointments.
To Generate Service Orders or Appointments

You generate service orders or appointments on the Generate from Service Contracts (FS500300) form.
You can open this form as described in the procedure below, or you can invoke it by clicking the
Generate from Service Contracts button on the Service Contract Schedules (FS305100) form after
you have saved the schedule for a service contract. You then perform Steps 2–4 of the procedure
below.
Before You Proceed

Before you get started, make sure that the necessary schedules have been created in the system.
To Generate Service Orders or Appointments
1. On the Service tab, click Equipment Management. In the left pane, click the Processes tab,
and then navigate to Recurring > Generate from Service Contracts.
2. Optional: In the Filtering Options section of the form, do any of the following:
• If you want to generate service orders and appointments for a particular customer, in the
Customer box, select the customer for which you want to generate service orders or
appointments.
• If you want to generate service orders and appointments for a particular customer location,
in the Location box, select the necessary customer location.
• If you want to generate service orders and appointments for a particular branch, in the
Branch box, select the necessary branch.
• If you want to generate service orders and appointments for a particular branch location, in
the Branch Location box, select the necessary branch location.
3. In the Generate Up To box of the Generation Options section, select the date through which
you want to generate the schedules.
4. Do one of the following:

• To generate service orders and appointments for all listed schedules, click Process All on
the form toolbar.
• To generate service orders and appointments for only the schedules you select, select the
unlabeled check box for each schedule you want to generate, and on the form toolbar, click
Process.
After you have generated service orders and appointments, you can process them in the Service
Management module. For details, see Service Order Processing Workflow and Appointment Processing
Workflow.
| Equipment Management Use Cases | 47
Equipment Management Use Cases

With the Equipment Management module, you can perform equipment-related actions while you are
working with sales orders, service orders, or appointments.
In this section, you will read about possible use cases of registering sales and replacements of
equipment or components in the Equipment Management module as well as about selling stock items
that do not require recording in the module.
In This Chapter
• Selling Model Equipment
• Selling a Model Equipment Entity and Optional Component
• Selling an Optional Component of Target Equipment
• Upgrading a Default Component of Model Equipment to Be Sold
• Replacing Target Equipment
• Replacing a Component of Target Equipment
• Selling a Stock Item that Do Not Require Record in the Equipment Management Module
Selling Model Equipment

In Acumatica ERP, while you are working with a sales order, service order, or appointment on the
applicable form, you can easily register the sale of model equipment entities.
For the use case considered in this topic, suppose that the customer has requested a model equipment
entity, along with installation services from your company. A service manager of your company then
receives the request and enters it into Acumatica ERP. Further processing is then performed by the
scheduler, the assigned staff members, and the accountant who prepares invoices for the customer and
processes them in the system.
In this topic, you will read about the steps involved in processing the service order along with the sale
of the target equipment.
Applying the System Settings of the Use Case

In this example, settings are applied in the system as follows:
• On the Billing Cycles (FS206000) form, the billing cycle assigned to the customer is configured
to generate invoices and group them by appointment (that is, the Appointments option buttons
are selected under Generate Invoices From and Group Invoices By). For details, see To Add a
Billing Cycle and To Assign Billing Cycles to a Customer.
• For the service order type, on the Service Order Types (FS202300) form, the option button
to create invoices in the Sales Orders module (Sales Order under Generate Invoices In) is
selected.
• On the Service Order Types form, the service order type is configured so that service orders
of the type are completed automatically when their appointments are completed (that is, the
Complete Service Order When Its Appointments Are Completed check box is selected).
In the diagram below, you can see the entire process of selling model equipment within a service order.
Figure: Selling an entity of model equipment within a service order
In the following sections, you will read about each step of the process.
Entering an Order
When a service manager receives a customer request, he or she enters a service order by using
the Service Orders (FS300100) form (see 1 in the diagram above). In the service order, the service
manager specifies the customer from which the request has been received, the branch and branch
location where the services are delivered, the services that should be performed. For instructions on
how to create a service order, see To Create a Service Order.
In addition, on the Inventory Item tab of this form, the service manager adds a model equipment
entity that is sold. For the model equipment entity, the service manager selects Selling Model
Equipment in the Equipment Action column. For instructions on how to add equipment for sale, see
To Add a Model Equipment Sale to a Service Order, Appointment, or Sales Order.
Creating Appointments
After the service order has been created in the system, a scheduler of your company (that is, a person
who is responsible for planning the appointments) uses the Calendar Board (FS300300) form to
schedule the appointments (2 in the diagram above) that are needed to perform the services requested
by the customer.
When the scheduler selects a staff member to attend an appointment, he or she takes into
consideration the work schedule of the staff member and filters the displayed staff members by the
skills and licenses needed to perform the service and the service area where the services are provided.
The scheduler checks the information on each appointment and enters additional information, such as
the resource equipment used to perform the services and the stock items purchased by the customer
along with the service. (The system assigns the Not Started status to the created appointments.) For
details on scheduling appointments, see To Schedule an Appointment.
Attending an Appointment
The staff member who is assigned to an appointment looks through his or her upcoming appointments
on the Staff Calendar Board (FS300400) form, identifies which appointment he or she has to attend
currently, and goes to the location where the service has to be performed, which usually is the
customer location). When the staff member starts to perform the service, he or she starts the
appointment on the Appointments (FS300200) form (3 in the diagram above). The appointment is
assigned the In Process status. For details, see To Start an Appointment.
While the services are being performed, the staff member adds the information on services (such as
statuses, quantities, and extra stock items that were used) to the appointment on the Appointments
form. When the services are done, the staff member checks the details of the appointment. When
everything is correct and complete, the staff member completes the appointment (4), which gives it the
Completed status. For details, see To Complete an Appointment.
When all appointments of a particular service order are completed, the system assigns the service order
the Completed status.
Processing Invoices
Further processing of the service order is performed by an accountant. On the Appointments
(FS300200) form, the accountant opens the completed appointment and verifies quantities and prices.
When all information is verified and the appointments are ready for invoicing, the accountant closes the
appointments and the service order (5). (The appointments and service order get the Closed status.)
For details, see To Close an Appointment and To Close Service Orders.
The accountant generates a sales order document with the Open status in the Sales Orders module by
using the Generate Invoices from Appointments (FS500100) form (6 in the diagram above). For details,
see To Generate Invoices from Appointments.
The accountant then prepares the invoice (7) by using the Sales Orders (SO301000) form, and
processes and releases the invoice in the Sales Orders module on the Invoices (SO303000) form (8).
When the invoice related to the service order is released, the sold model equipment converts to a target
equipment, and the system adds a record for the new target equipment entity with the Active status on
the Equipment (FS205000) form.
Selling a Model Equipment Entity and Optional Component

applicable form, you can easily register the sale of model equipment entities and optional components
of it.
entity and an optional component for it, along with installation services from your company. A service
manager of your company receives the request and enters it into Acumatica ERP. Further processing
is then performed by the scheduler, the assigned staff members, and the accountant who prepares
invoices for the customer and processes them in the system.
In this topic, you will read about the steps involved in processing the service order that includes the
sale of model equipment and its optional component.

selected.
In the diagram below, you can see the entire process of selling model equipment and its optional
component within a service order.
Figure: Selling model equipment and its optional component within a service order
Entering an Order
In addition, on the Inventory Item tab of this form, the service manager adds the model equipment
entity and the optional component to be sold as follows:
1. For the model equipment entity, the service manager selects Selling Model Equipment in the
Equipment Action column. For detailed instructions, see To Add a Model Equipment Sale to a
Service Order, Appointment, or Sales Order.
2. For the optional component, the service manager selects Selling Optional Component in the
Equipment Action column, specifies the related model equipment in the Model Equipment
Line Nbr. column, and selects the identifier of the equipment component in the Component ID
column. For instructions on how to add a component, see To Add a Sale of Optional Components
to a Service Order, Appointment, or Sales Order.
by the customer.
Processing Invoices
When the invoice related to the service order is released, the system automatically adds a record for
the new target equipment entity with the Active status on the Equipment (FS205000) form, including
an optional component of the Active status on the Components and Warranties tab.
Selling an Optional Component of Target Equipment

applicable form, you can easily register a sale of an optional component of target equipment.
For the use case considered in this topic, suppose that the customer has requested that an optional
component of target equipment (which the company already has) be installed at the customer site,
along with installation services from your company. A service manager of your company receives the
request and enters it into Acumatica ERP. Further processing is then performed by the scheduler, the
assigned staff members, and the accountant who prepares invoices for the customer and processes
them in the system.
sale of an optional component of target equipment.

selected.
In the diagram below, you can see the entire process of selling an optional component of target
equipment within a service order.
Figure: Selling an optional component of target equipment within a service order
Entering an Order
In addition, on the Inventory Item tab of this form, the service manager adds the optional component
to be sold. For the optional component, the service manager selects Selling Optional Component in
the Equipment Action column, specifies the related target equipment in the Target Equipment ID
column, and selects the identifier of the equipment component in the Component ID column. For
instructions on how to add a component, see To Add a Sale of Optional Components to a Service Order,
Appointment, or Sales Order.
by the customer.
Processing Invoices
When the invoices related to the service order is released, the system automatically adds a component
with the Active status to the target equipment record on the Components and Warranties tab of the
Equipment (FS205000) form.
Upgrading a Default Component of Model Equipment to Be Sold

applicable form, you can easily register the sale of model equipment and replacement of a default
component in it.
entity and a replacement of one of the default components of this equipment entity, along with
installation services from your company. A service manager of your company receives the request
and enters it into Acumatica ERP. Further processing is then performed by the scheduler, the assigned
staff members, and the accountant who prepares invoices for the customer and processes them in the
system.
sale of model equipment and the upgrade of its default component.

selected.
In the diagram below, you can see the entire process of selling a piece of model equipment and
upgrading a default component of model equipment within a service order.
Figure: Selling model equipment and upgrading a default component within a service order
Entering an Order
In addition, on the Inventory Item tab of this form, the service manager adds the model equipment
entity and the component to be sold as follows:
1. For the model equipment entity, the service manager selects Selling Model Equipment in the
Equipment Action column. For instructions on how to add equipment for sale, see To Add a
Model Equipment Sale to a Service Order, Appointment, or Sales Order.
2. For the component, the service manager selects Upgrading Component in the Equipment
Action column, specifies the related model equipment in the Model Equipment Line Nbr.
column, and selects the identifier of the equipment component in the Component ID column.
For instructions on how to add a component, see To Add Upgraded Components to a Service
Order, Appointment, or Sales Order.
by the customer.
Processing Invoices
When the invoice related to the service order is released, the system adds a record for the new target
equipment entity with the Active status on the Equipment (FS205000) form, including a new component
of the Active status on the Components and Warranties tab.
Replacing Target Equipment

applicable form, you can easily register the replacement of an existing target equipment entity with a
new entity.
For the use case considered in this topic, suppose that the customer has requested a new equipment
entity to replace an old one, along with replacement services from your company. A service manager
of your company receives the request and enters it into Acumatica ERP. Further processing is then
performed by the scheduler, the assigned staff members, and the accountant who prepares invoices for
the customer and processes them in the system.
In this topic, you will read about the steps involved in processing the service order and replacing the
target equipment.

selected.
In the diagram below, you can see the entire process of replacing target equipment within a service
order.
Figure: Replacing target equipment within a service order
Entering an Order
When a service manager receives a customer request for replacement of target equipment, he or she
enters a service order by using the Service Orders (FS300100) form (see 1 in the diagram above).
In the service order, the service manager specifies the customer from which the request has been
received, the branch and branch location where the services are delivered, the services that should be
performed. For instructions on how to create a service order, see To Create a Service Order.
In addition, on the Inventory Item tab of this form, the service manager adds a model equipment
entity that will replace the old target equipment entity. To specify that the replacement is being
performed, for the model equipment entity, the service manager selects Replacing Target Equipment in
the Equipment Action column and specifies the target equipment entity to be replaced in the Target
Equipment ID column. For detailed instructions, see To Add Replaced Target Equipment to a Service
Order, Appointment, or Sales Order.
by the customer.
Processing Invoices
When the invoice related to the service order is released, the system adds a record for the new target
equipment entity on the Equipment (FS205000) form and changes the status of replaced target
equipment entity to Disposed on the same form.
Replacing a Component of Target Equipment

applicable form, you can register the replacement of components of target equipment with new
components.
For the use case considered in this topic, suppose that the customer has requested a new component
to replace an old one in the existing target equipment, along with replacement services from your
company. A service manager of your company receives the request and enters it into Acumatica ERP.
Further processing is then performed by the scheduler, the assigned staff members, and the accountant
who prepares invoices for the customer and processes them in the system.
In this topic, you will read about the steps involved in processing the service order and replacing the
component.

selected.
In the diagram below, you can see the entire process of replacing a component of target equipment
within a service order.
Figure: Replacing a component of target equipment
Entering an Order
When a service manager receives a customer request for replacement of target equipment, he or she
enters a service order by using the Service Orders (FS300100) form (see 1 in the diagram above).
In the service order, the service manager specifies the customer from which the request has been
received, the branch and branch location where the services are delivered, the services that should be
performed. For instructions on how to create a service order, see To Create a Service Order.
In addition, on the Inventory Item tab of this form, the service manager adds a component that will
replace the old component. To specify that the replacement is performed, for the new component, the
service manager selects Replacing Component in the Equipment Action column, specifies the target
equipment entity in which the component has to be replaced in the Target Equipment ID column, and
specifies the component to be replaced in the Component Line Ref. column. For instructions on how
to add a component for replacement, see To Replace Components in Target Equipment.
by the customer.
Processing Invoices
When the invoice related to the service order is released, the system modifies a record for the target
equipment entity on the Equipment (FS205000) form. That is, the system changes the status of
replaced component to Disposed and adds a record for a new component on the Components and
Warranties tab.
Selling a Stock Item that Do Not Require Record in the

Equipment Management Module
In Acumatica ERP, while employees are working with a sales order, service order, or appointment on the
applicable form, they can reflect the sales of stock items without creating or modifying records in the
Equipment Management module.
For the use case to be considered in this topic, suppose that the customer has requested additional
component of a target equipment. Your company is not going to keep record of the sold component
in the system. The request is received and entered into Acumatica ERP by a service manager of your
company. Further processing of a service order is then performed by the scheduler, the assigned staff
members, and the accountant who prepares invoices for the customer and processes them in the
system.
In this topic, you will read about the steps involved in the processing of the service order that includes
the sale of stock item that do not require recording in the system.

selected.
In the diagram below, you can see the entire process of replacing target equipment within a service
order.
Figure: Selling a stock item that do not require recording in the Equipment Management module
In the following sections, you will read about each step of the process
Entering an Order
location where the services are delivered, and the services that should be performed. For instructions
on how to create a service order, see To Create a Service Order.
The service manager adds the stock item to be sold on the Inventory Items tab of this form and
selects N/A in the Equipment Action column.
In addition, the service manager adds the optional component to be sold on the Inventory Items
tab. For the component, the service manager selects N/A in the Equipment Action column, specifies
the related target equipment in the Target Equipment ID column, and selects the identifier of the
equipment component in the Component ID column.
by the customer.
Processing Invoices
processes and releases it in the Sales Orders module on the Invoices (SO303000) form (8).
When the invoice related to the service order is released, the system does not add any records on the
Equipment (FS205000) form of the Equipment Management module.
| Equipment Management Form Reference | 69
Equipment Management Form Reference

On the Navigation pane of the Equipment Management module, the forms are grouped into several
tabs. Each tab also includes nodes to bring together similar forms. This topic follows this layout when
listing the forms of the Equipment Management module.
Work Area Tab
• Enter
• Service Contracts (FS305700)
• Manage
• Equipment (FS205000)
• Manufacturers (FS204400)
• Manufacturer Models (FS204800)
• Explore
• Contract Summary (FS401200)
• Contract Schedule Summary (FS401100)
• Contract Schedule Details Summary (FS400600)
• Component Summary (FS400700)
• Model Equipment and Component Summary (FS400400)
Processes Tab
• Recurring
• Generate from Service Contracts (FS500300)
• Process
• Create Equipment for Sold Items (FS500900)
Configuration Tab
• Setup
• Equipment Management Preferences (FS100300)
• Manage
• Master Contracts (FS204700)
• Service Templates (FS204900)
Other Form
Also, the following form can be opened from another form of the Equipment Management module:
• Service Contract Schedules (FS305100)
Component Summary
Form ID: (FS400700)
On this form, you can view all the components of equipment entered into the system.
Form Toolbar
The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar.
Selection Area
By using the elements in this area, you can view in the table the data that is most relevant to your
needs for information. Most of these boxes can be left blank to view a broader range of information.
Element Description
Equipment Nbr. The reference number of the equipment for which you want to view data.
Customer The customer who uses the equipment for which you want to view data.
Location The customer location (where the equipment is placed) for which you want to
view data.
Model The stock item that is specified as the model equipment on the Stock Items
(IN202500) form for which you want to view data.
Table
This table displays the summary data for the components that meets the criteria you have specified in
the Selection area.
Table Columns
Element Description
Equipment Nbr. The number of the equipment in the system.
Status The status of the equipment in the system, which is one of the following:
• Active: The equipment is available to be used for service.
• Inactive: The equipment is not available to be used for service.
Description The description specified for the equipment.
Owner Type The type of the owner of the equipment, which is one of the following options:
• Company: The equipment is owned by your company.
• Customer: The equipment is owned by a customer.
Location Type The type of the location where the equipment has been placed, which is one of
the following options:
• Company: The equipment is located at your company.
• Customer: The equipment is located a customer.
Customer ID The customer that uses the equipment.
Location ID The unique identifier of the customer location where the equipment has been
placed.
Branch ID The branch of your company where the equipment has been placed.
Branch Location The unique identifier of the branch location where the equipment has been
ID placed.
Element Description
Component ID The unique identifier of the component of the equipment.
Serial Number The manufacturer-assigned identifier of the equipment.
Company The number of months during which your company provides the warranty to the
Warranty customer for this component.
Duration
(Months)
Company The last date when your company's warranty for this component is valid for a
Warranty End customer.
Date
Vendor ID The vendor that provides the equipment component.
Vendor Warranty The quantity of months during which the vendor provides the warranty to your
Duration company for this component.
(Months)
Vendor Warranty The last date when vendor warranty for this component is valid.
End Date
Model The identifier of the model of the equipment set by the manufacturer.
Contract Schedule Details Summary

Form ID: (FS400600)
On this form, you can view all the stock or non-stock items associated with the service contract
schedules defined in the system and their details.
Form Toolbar
Selection Area
You can use the elements in this area to view in the table the stock or non-stock items that are most
relevant to the information you need. Most of these boxes can be left blank to view a broader range of
information.
Element Description
Customer The customer for which you want to view items.
Location The customer location for which you want to view items.
Service Order The type of the service order for which you want to view items.
Type
Item ID The inventory item (stock or non-stock item) that was used in the service
contract schedules for which you want to view data.
Service Template The service template for which you want to view items.
ID
Target The target equipment for which you want to view items.
Equipment ID
Table
This table displays the stock or non-stock items of performed appointments according to the criteria you
have specified in the Selection area.
Table Columns
Element Description
Branch The branch that provided the services.
Branch Location The branch location that provided the services.

ID
Customer The unique identifier of the customer that ordered the service.
Service Contract The number of the service contract related to the schedule.
Nbr.
Description The description of the service contract schedule.
Status The status of the service contract, which is one of the following options:
• Open: The service contract has been created.
• On Hold: The service contract is on hold for a time, so it will not be

handled.
• Inactive: The service contract is not available for selection in the Equipment
Management module.
Ref. Nbr. The number of the schedule, which is a combination of the service contract
number and the next number of the schedule sequence. The schedule sequence
range begins with 1 (used for the first schedule associated with the service
contract) and can go up to 99 (that is, there can be at most 99 schedules
associated with the service contract).
Active A check box that indicates (if selected) that the schedule is active in the system.
Location ID The unique identifier of the customer location where the appointment takes
place.
Service Order The type of the service order associated with the service contract schedule.
Type
Line Type The type of the item related to the service contract schedule.
Inventory ID The identifier of the stock or non-stock item related to the schedule.
Service Template The identifier of the service template related to the schedule.
ID
Quantity The number of this items in the schedule.
Equipment Nbr. The reference number of the equipment related to the schedule.
Start Date The date from which the schedule is generated according to the service contract.
Expiration Date The end date of the range when the schedule is generated if applicable.
Recurrence The recurrence setting of the contract schedule. The value in this column is
Description a combination of the settings selected on the Recurrence tab of the Service
Contract Schedules (FS305100) form.
Contract Schedule Summary

Form ID: (FS401100)
On this form, you can see the contract schedules registered in the system and their details.
Form Toolbar
Selection Area
You can use the elements in this area to view in the table the schedules that are most relevant to the
information you need. Either of these boxes can be left blank to view a broader range of information.
Element Description
Customer The unique identifier of the customer for which you want to view schedules.
Location The unique identifier of the customer location for which you want to view
schedules.
Table
This table displays the contract schedule summary data according to the criteria you have specified in
the Selection area.
Table Columns
Element Description
Branch The branch that provided the services of the contract schedule.
Branch Location The branch location that provided the services of the contract schedule.
ID
Customer The unique identifier of the customer of the contract.
Service Contract The reference number of the service contract.

Nbr.
Description The description of the service contract.
• On Hold: The service contract is on hold, so it will not be handled.
Management module.
Start Date The date from which the schedule is generated according to the service contract.
Expiration Date The end date of the range when the schedule is generated if the Enable
Expiration Date check box is selected on the Generate from Service Contracts
form.
Schedule Ref. The number of the schedule, which is a combination of the service contract
Nbr. number and the next number of the schedule sequence. The schedule sequence
can range from 1 to 99.
Element Description
Active A check box that indicates (if selected) that the schedule is active in the system,
and service orders can be generated.
Location ID The unique identifier of the customer location for which the schedule has been
created.
Service Order The type of service orders associated with the schedule.
Type
Recurrence The recurrence setting of the contract schedule. The value in this column is
Description a combination of the settings selected on the Recurrence tab of the Service
Contract Schedules (FS305100) form.
Schedule The type of the document to be generated for the contract. The following options
Generation Type are available:
• Service Orders: Service orders are generated for the contract schedule.
• Appointments: Appointments are generated for the contract schedule.
Contract Summary
Form ID: (FS401200)
On this form, you can see the contracts registered in the system and their details.
Form Toolbar
Selection Area
You can use the elements in this area to view in the table the contracts that are most relevant to the
information you need. Either of these boxes can be left blank to view a broader range of information.
Element Description
Customer The unique identifier of the customer for which you want to view contracts.
Location The unique identifier of the customer location for which you want to view
contracts.
Table
This table displays the contract schedule summary data according to the criteria you have specified in
the Selection area.
Table Columns
Element Description
Branch The branch that provided the services of the contract schedule.
Branch Location The branch location that provided the services of the contract schedule.
ID
Customer ID The unique identifier of the customer of the contract.
Customer Name The name of the customer of the contract.

Element Description
Location ID The unique identifier of the customer location.
Location Name The name of the customer location.
Service Contract The reference number of the service contract.

Nbr.
Description The description of the service contract.
• On Hold: The service contract is on hold, so it will not be handled.
Management module.
• Service Orders: Service orders are generated for the contract schedule.
• Appointments: Appointments are generated for the contract schedule.
Start Date
Expiration Date
Master Contract
ID
Create Equipment for Sold Items

Form ID: (FS500900)
On this form, you can convert stock items that have been sold by your company to target equipment for
further managing in the Equipment Management module. For details, see Target Equipment.
Form Toolbar
The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form
Toolbar. The form-specific buttons are listed below.
Button Description
Process Creates equipment records in the Equipment Management module for the listed
stock items that you have selected (by using the check boxes in the Selected
column of the table).
Process All Creates equipment records in the Equipment Management module for all stock
items on the list.
Selection Area
By using the elements in this area, you can filter the sold stock items that will be displayed in the table
of this form, and you can define the period of time for which you want to view the stock items.
Element Description
Item Class The item class of model equipment (that is, the item class with the Model
Equipment Item Class selected on the Item Classes (IN201000) form) for
which you want to view the stock items.
Sold After The invoice date starting from which you want to view sold stock items.
Table
This table displays the sold stock items that meet the criteria you have specified.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Table Columns
Element Description
Selected A check box that you can use to select the stock item to create an equipment
record for it. After you select the needed items, you click Process to create
equipment for the selected items.
Inventory ID The identifier of the inventory item (stock item, in this case) that was sold.
Description The description of the stock item.
Lot Serial The lot or serial number of the stock item.

Number
Item Class The item class assigned to the stock item on the Stock Items (IN202500) form.
Invoice Ref. Nbr. The reference number of the invoice related to the stock item.
Invoice Date The date when the invoice was issued specified for a sales order on the Invoices
(SO303000) form.
Customer The customer to which the stock item has been sold.
Location The location of the customer to which the stock item has been sold.
Equipment
Form ID: (FS205000)
You use this form to track equipment that is needed to be serviced by your company and that can be
used to perform services.
Form Toolbar
Button Description
Schedule Provides the following menu commands related to the scheduling of

Appointments appointments:
• Using Calendar Board: Opens the Calendar Board (FS300300) form,

where you can create an appointment to perform a service on the
equipment.
Button Description
You can invoke this command if the Target Equipment check box is
selected for the selected equipment.
• Using Staff Calendar Board: Opens the Staff Calendar Board (FS300400)
form, where you can create an appointment for a particular staff member
to perform a service on the equipment.
You can invoke this command if the Target Equipment check box is
Inquires Provides the following menu commands, which you use to quickly access inquiry
forms:
• Target Equipment History: Opens the Appointment Details History

(FS400500) form with the history of the selected equipment.
You can select this option if the Target Equipment check box is selected
for the selected equipment.
• Resource Equipment History: Opens the Appointment Details History

form with the history of the selected equipment.
You can select this option if the Resource Equipment check box is
Summary Area
In this area, you can specify the general information of the equipment, such as equipment type, serial
number, description, owner, and location. Also, you can select a particular equipment record and view
its details.
Element Description
Equipment Nbr. The identifier of the equipment, which the system assigns in accordance with the
numbering sequence specified in the Equipment Numbering Sequence box on
the Service Management Preferences (FS100100) form.
Equipment Type The equipment type the equipment is associated with. The equipment type is
specified on the Equipment Types (FS200800) form.
Status The status of the equipment, which can be one of the following:
• Active: The equipment is available to be used for service or available to be

serviced.
• Suspended: The equipment is temporarily out of service or its maintenance

has been suspended.
• Disposed: The equipment is permanently out of service.
Serial Number The identifier of the equipment that is assigned by the manufacturer.
Description A detailed description of the equipment.
Vehicle A check box that indicates (if selected) that the equipment is a vehicle. If the
equipment has been created on the Vehicles (FS203600) form, this check box is
automatically selected.
The details of the equipment are read-only on this form. You can modify the
details on the Vehicles form.
Element Description
Target A check box that indicates (if selected) that the equipment is target equipment.
Equipment That is, it is equipment that requires servicing.
Resource A check box that indicates (if selected) that the equipment is resource
Equipment equipment. That is, it is used for performing the service.
This check box is not available for selecting if the Customer option button is
selected under Owner.
Owner The owner of the equipment. You select one of the following option buttons:
• Company: The equipment is owned by your company.
• Customer: The equipment is owned by a third party (that is, the

customer). If you select this option button, the Customer box becomes
available; in the box, select the customer that owns the equipment.
Location The location of the equipment. You select one of the following option buttons:
• Company: The equipment is currently placed at your company location.

If you select this option button, the Branch and Branch Location boxes
become available. In the boxes, select the branch of your company and the
location in the branch where the equipment is placed.
• Customer: The equipment is currently placed at a customer location. If

you select this option button, the Customer and Location boxes become
available. In the boxes, select the customer and customer location where
the equipment is placed.
General Info Tab

You can use this tab to enter the main registration information of the equipment, as well as its sales,
installation, disposal, manufacturing, and storage information.
Element Description
Registered Date The date when the equipment was registered.
Registration Nbr. The registration number of the equipment.
Barcode The barcode number of the equipment.
Tag Nbr. The tag number of the equipment.
Sales Date The date when the equipment was bought.

If the Sales Order Date option button is selected under Calculate Warranty
From on the Equipment Management Preferences (FS100300) form, the system
sets automatically this date when an equipment entity or component is created
based on a sales order document.
Color ID The color of the device. Select the color from the list.
Installation Info Section
Element Description
Installation Date The date when the equipment was installed.

If the Appointment Date option button is selected under Calculate Warranty
From on the Equipment Management Preferences (FS100300) form, the system
Element Description
automatically sets this date when this equipment is included in a sales order that
is associated with an appointment or service order.
Service Order The service order that is associated with the sale of this equipment entity. The
Nbr. system automatically fills in this box when the service order is created.
Appointment The appointment that is associated with the sale of this equipment entity. The
Nbr. system automatically fills in this box when the appointment is created.
Disposal Info Section
Element Description
Disposal Date The date when the equipment was disposed of.
Replacement The reference number of the active equipment that has replaced the disposed
Equipment Nbr. equipment.
Service Order The service order that is associated with the replacement of this equipment
Nbr. entity. The system automatically fills in this box when the service order is
created.
Appointment The appointment that is associated with the replacement of this equipment
Nbr. entity. The system automatically fills in this box when the appointment is created.
Manufacturer Info Section
Element Description
Manufacturer The identifier of the company that produced the equipment.
Manufacturer The identifier of the model of the equipment set by manufacturer.

Model
Manufacturing The year when the equipment was produced.

Year
Inventory Info Section
Element Description
Model The identifier of the stock item. The stock items that are model equipment are
available for selection here (that is, the stock items are assigned to the item
classes with the Model Equipment option button selected on the Service
Management tab of the Item Classes (IN201000) form).
Warehouse The warehouse where the stock item used to be stored.

This box is available only if the Multiple Warehouses feature is enabled on the
Enable/Disable Features (CS100000) form.
Warehouse The location of the warehouse where the stock item used to be stored.
Location
This box is available only if the Multiple Warehouse Locations feature is enabled
on the Enable/Disable Features form.
Model Serial The inventory serial number of equipment.

Number
Purchase Info Tab

You can use this tab to enter the main purchase information of the equipment.
Element Description
Property Type The way your company acquired the equipment. Select one of the following
options:
• Property: The equipment was purchased, but not on credit.
• Grand Property: The equipment was acquired through a gift or grant.
• Leased: The equipment was leased from a lessor.
• Leased to Others: The equipment, which you own, is available to be leased.
• Rented: The equipment was rented from an owner.
• Rented to Others: The equipment, which you own, is available to be rented.
• To the Credit of: The equipment was bought on credit.
Vendor The vendor that provided the equipment.
Purchase Date The date of the purchase receipt document.
Purchase PO The number of the purchase order related to the purchase receipt document.
Number
Purchase The acquisition cost of the equipment.

Amount
Components and Warranties Tab

On this tab, you can view and modify the warranty information of the equipment, as well as the
warranty information of the equipment components.
Company General Warranty Section
Element Description
Company The duration of the warranty that your company provides to the customer for the
Warranty stock item. You can select one the following options and specify the respective
quantity:
• Day(s): The warranty is valid during the specified quantity of days.
• Month(s) (default): The warranty is valid during the specified quantity of

months.
• Year(s): The warranty is valid during the specified quantity of years.
Vendor Warranty The duration of the warranty that vendor provides the warranty to your company
for the stock item. You can select one the following options and specify the
respective quantity:

months.

Table Toolbar
The table toolbar includes standard buttons and buttons specific to this table. For the list of
standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button Description
Replace Opens the Replace Component dialog box for the component in the row you
Component have clicked before clicking this button.
Replace Component Dialog Box
By using the Replace Component dialog box (which you invoke by clicking a component and Replace
Component on the table toolbar of the Components and Warranties Tab tab), you can replace the
selected component of the equipment with another one.
Element Description
The Selected Component for Replacement table displays information about the component to be
replaced (that is, the component you selected before invoking this dialog box). The table includes only
the standard buttons. For the list of standard buttons, see Table Toolbar.
Line Ref. The five-digit identifier of the component, which is assigned automatically by the
system.
Component ID The identifier of the equipment entity in the system. The components of a stock
item are defined on the Stock Items (IN202500) form (if the Component option
button is selected on the Service Management tab).
Status The status of the equipment component in the system, which is one of the
following:
• Active: The component is available to be used for service.
• Suspended: The component is temporarily out of service or that its

maintenance has been suspended.
• Disposed: The component is permanently out of service.
Description The description of the component.
Class ID The identifier of the item class assigned to the component on the Stock Items
form.
Inventory ID The identifier of the stock item that is related to the component.
Serial Number The identifier of the equipment component, as assigned by the manufacturer.
Company The quantity of days, months, or years during which your company provides the
Warranty warranty to a customer for this component.
Company The time period during which your company provides the warranty to a customer
Warranty Type for this component. The following options are available:

months.
Date
Element Description
Vendor Warranty The quantity of days, months, or years during which the vendor provides the
warranty to your company for this component.
Vendor Warranty The time period during which the vendor provides the warranty to your company
Type for this component. The following options are available:

months.
Vendor Warranty The last date when the warranty of the vendor is valid for this component.
End Date
Vendor ID The vendor that provides the equipment component. Select the appropriate
vendor account from the list.
Comment Any additional information about the component.

The system fills in this column if a comment has been entered for the component
in the sales order related to the equipment component.
Component The line reference number in the Line Ref. column of the component that
Replaced replaces this component.
The system fills in this column automatically when the replacement has been
performed through a sales order or by the Replace Component action on the
current form.
In the Replacement Information section, you specify the installation and sales date of the new
component, as well as the identifier of the component being replaced and the identifier of the new
component. The section contains the following boxes.
Installation Date The date when the component selected for replacement was installed.
Sales Date The date when the component selected for replacement was bought.
Component ID The identifier of the component that is used to replace the old component.
Inventory ID The identifier of the stock item associated with the component that is used to
replace the old component.
The dialog box contains the following buttons.
Replace Replaces the selected component of the equipment with the specified new
Component component for the equipment.
Cancel Cancels the replacement and closes the dialog box.
Table Columns
This table displays the list of equipment (that is, components) for which the current equipment is the
parent equipment, as well as their warranty information.
Column Description
Line Ref. The five-digit identifier of the component, which is assigned automatically by the
system.
Column Description
Component ID The identifier of the equipment component in the system. The components are
defined on the Stock Items (IN202500) form (the Component option button has
to be selected on the Service Management tab).
Status The status of the equipment component in the system, which is one of the
following:
• Active: The component is available to be used for service.
• Suspended: The component is temporary out of service or that its

maintenance has been suspended.
• Disposed: The component is out of service.
Description A description of the component.
Class ID The identifier of the item class assigned to the component on the Stock Items
form.
Inventory ID
Serial Number The identifier of the equipment component, as assigned by the manufacturer.
Through the serial number, you can receive information or warranty services from
the vendor of the component.
Company The quantity of days, months or years during which your company provides the
Warranty warranty to a customer for this component.
Company The time period during which your company provides the warranty to a customer
Warranty Type for this component. The following options are available:

months.
Date
Vendor Warranty The quantity of days, months or years during which the vendor provides the
warranty to your company for this component.
Vendor Warranty The time period during which the vendor provides the warranty to your company
Type for this component. The following options are available:

months.
Vendor Warranty The last date when the warranty of vendor is valid for this component.
End Date
Vendor ID The vendor that provides the equipment component. Select the appropriate
vendor account from the list.
Comment The additional information about the component.

Column Description
The system fills in this column if the comment is entered for the component in
the sales order related to the equipment component.
Component The line reference number of the component that replaced this component.
Replaced
The system fills in this column automatically when the replacement has been
performed through the sales order or by the replace component cation.
Installation The appointment reference number in which the component is sold.

Appointment
The system fills in this column automatically when the appointment is created
Nbr.
during which the component is sold.
Installation Date The date of the appointment during which the component has been sold.
The system fills in this column automatically when the appointment is created
during which the component is sold.
Installation The number of the service order for which the component is sold.
Service Order
The system fills in this column automatically when the service order is created for
Nbr.
which the component is sold.
Invoice The invoice reference number related to the sale of the component.
Reference Nbr.
The system fills in this column automatically when the invoice is created for the
related sales order.
Sales Date The date of the sales order related to the sale of the component.
The system fills in this column automatically when the sales order is created
for the related sales order. If you have added the component manually, you can
specify the sales date in this column so that the system calculate warranties for
the component.
Sales Order Nbr. The sales order reference number related to the sale of the component.
The system fills in this column automatically when the sales order is created for
the related sales order.
Source Info Tab

On this tab, you can view information related to the equipment source. You cannot modify any
information displayed on this tab.
Element Description
Document Type The source of the equipment. The system fills in this box automatically when the
equipment is created. The source type is one of the following:
• SD - Equipment: The equipment has been created in the Equipment

Management module.
• SD - Vehicle: The equipment has been created in the Route Management

module.
• AR - Invoice: The equipment has been created through the Sales Orders
module.
Document The reference number of the document if the equipment was created through the
Reference Nbr. Sales Orders module.
Element Description
Sales Order Nbr. The sales order reference number if the equipment was created through the
Sales Orders module.
Equipment The reference number of the equipment that has been replaced by this
Replaced equipment.
Equipment Management Preferences

Form ID: (FS100300)
On this form, you specify the general settings for the Equipment Management module, such as
numbering settings, contract settings, and warranty settings.
Form Toolbar
Numbering Settings Section
In this section, you can change the numbering sequence that is used to assign identifiers to equipment.
Element Description
Equipment The numbering sequence the system uses to assign identifiers to equipment
Numbering created in the Service Management or Equipment Management module.
Sequence
General Settings Section
In this section, you can make set up the availability of target equipment for selection on data entry
forms.
Element Description
Enable Service A check box that indicates (if selected) that all target equipment with the
on All Target Active status is available for selection in the Target Equipment ID and
Equipment Equipment ID columns of data entry forms. If this check box is cleared, only
the target equipment related to the owner or location specified in the document
is available for selection.
Contract Settings Section
In this section, you can make available or unavailable the Season Settings section for the contract
schedules.
Element Description
Enable Seasons A check box that indicates (if selected) that the system makes the Season
in Schedule Settings section available on the Recurrence tab of the Service Contract
Contracts Schedules (FS305100) and Route Service Contract Schedules (FS305600)
forms. In this section, users can specify the months when the schedules are
applicable.
Equipment Settings Section
In this section, you can select the date to be used as a start date of the warranty period.
Element Description
Calculate The date that will be taken as a start date for calculation of warranty. Select
Warranty From one of the following option buttons:
• Sales Order Date: For an equipment entity, the warranty is calculated

based on the date in the Sales Date box on the General Info tab of the
Equipment (FS205000) form. For a component, the warranty is calculated
based on the date in the Sales Date column on the Components and
Warranties tab of the Equipment form.
When an equipment entity or component is created based on a sales
order document, the system copies the date of the sales order on the
Sales Orders (SO301000) form to the Sales Date box on the Equipment
form.
• Appointment Date: For equipment entities, the system calculates

the warranty based on the value in the Installation Date box, in the
Installation Info section of the General Info tab of the Equipment
form. For components, the system calculates the warranty based on
the value of the Installation Date column, on the Component and
Warranties tab of the same form.
When an equipment entity or component is included in a sales order
document that was associated with an appointment or service order, the
system copies the date in the Actual Start Date box of the appointment
on the Appointments (FS300200) form to the Installation Date box on
the Equipment form.
This option button is automatically selected on the Equipment form when
the equipment or component is included in a sales order document that
was associated with an appointment or service order.
• The Earliest of Both Dates: For equipment entities, the system

calculates a warranty based on the earliest date between values in the
Sales Date box (on the General Info tab of the Equipment form)
and the Installation Date box (in the Installation Info section of
the General Info tab of the same form). For components, the system
calculates a warranty based on the earliest date between the values of
the Sales Date and Installation Date columns (both located on the
Component and Warranties tab of the same form).
• The Latest of Both Dates: For equipment entities, the system calculates
a warranty based on the latest date between the Sales Date value
(located on the General Info tab of the Equipment form) and the
Installation Date value (located in the Installation Info section of
the General Info tab of the same form). For components, the system
calculates a warranty based on the latest date between the values of
the Sales Date and Installation Date columns (both located on the
Component and Warranties tab of the same form).
Generate from Service Contracts

Form ID: (FS500300)
On this form, you can generate service orders or appointments associated with service contracts in the
Service Management module.
Form Toolbar
Button Description
Process Generates service orders for the listed schedules that you have selected (by
using the check boxes in the Selected column of the table).
Process All Generates service orders for all schedules on the list.
Selection Area
By using the elements in this area, you can filter the contract schedules that will be displayed on the
Schedules tab, and you can define the period of time when the service orders or appointments will be
generated in the system.
Filter Options Section
Element Description
Customer The customer for which you want to view the schedules.
Location The customer location for which you want to view the schedules.
Branch The identifier of the branch for which you want to view the schedules.
Branch Location The identifier of the branch location for which you want to view the schedules.
Generation Options Section
Element Description
Generate Up To The end date of service order or appointment generation. The documents are
generated from the start date specified for the schedule on the Service Contract
Schedules (FS305100) form until the date specified in this box or the expiration
date of the schedule. By default, the current business date is selected in this box.
Schedules Tab
The table contains the list of service contract schedules that match the criteria you specified in the
Selection area. You can process all the schedules by invoking Process All, or select the schedules you
want to generate and click Process.
Column Description
Selected A check box that you can use to select the schedule for generation.
Branch The unique identifier of the branch.
Branch Location The unique identifier of the branch location.
Customer The customer associated with the service contract.
Service Contract The customer location specified for the service contract on the Service Contracts
Location (FS305700) form.
Service Contract The number of the service contract.

Nbr.
Column Description
Description A description of the service contract.
Nbr. number and the next number of the schedule sequence. The schedule sequence
ranges from 1 to 99.
Schedule The customer location where the scheduled activities take place
Location
Recurrence The description of the recurrence setting of the service contract schedule.
Description
Schedule The type of the documents generated for the schedule. The options are: Service
Generation Type Orders or Appointments.
Start Date The date from which the schedule is generated.
Expiration Date The end date of the range when the schedule is generated.
Last Generated The last time the service order associated with the service contract was
Service Order generated.
Date
Run History Tab

The table on this tab contains the history of generated service orders and appointments. You can roll
back the processes of generating documents one at a time, starting from the most recent one.
Table Toolbar
Button Description
Roll Back Latest Rolls back the last process of generating documents. All the service orders and
Generation appointments related to this generation process are removed from the system.
Process The schedules used to generate service orders or appointments during the
canceled process appear on the Schedules tab.
Table Columns
Column Description
Generation ID The identifier of the generation process.
Up to Date The last day when the documents were generated during the generation process.
Generation Date The date when the generation process took place.
Generation Log Error Tab

The table contains the history of errors that occurred during the generation processes.
Table Toolbar
Button Description
Clear All Errors Clears the list of errors.
Table Columns
Column Description
Generation ID The identifier of the generation process.
Customer The identifier of the customer associated with the service contract.
Service Contract The number of the service contract associated with the schedule.
Nbr.
Ref. Nbr. The number of the schedule, which is a combination of the service contract
number and the next number of schedule sequence. The schedule sequence
ranges from 1 to 99.
Generation Date The date when the generation process took place.
Error Message The text of any error that occurred during the generation process.
Manufacturer Models
Form ID: (FS204800)
On this form, you can enter, view, and edit manufacturer models. For details, see Manufacturers.
Form Toolbar
Summary Area
Element Description
Manufacturer ID The identifier of the manufacturer that has produced the model.
Model ID The identifier of the model set by manufacturer.
Description A description of the manufacturer model.
Equipment Type The equipment type to which the model is related.
Manufacturers
Form ID: (FS204400)
On this form, you can enter, view, and edit the details of a particular equipment manufacturer. For
details, see Manufacturers.
Form Toolbar
Summary Area
In this area, you can specify the general information of the manufacturer, such as description and
identifier. Also, you can enter its contact details and address.
Element Description
Manufacturer ID The identifier of the manufacturer.
Description A description of the manufacturer.
Main Contact Section
Element Description
Contact ID The identifier of the contact person or department of the manufacturer.
Attention The attention line as it is used in your company's business letters, which would
be used to direct a letter to the proper person if the letter is not addressed to any
specific person. The attention line may contain something like Purchase Orders
Department or To whom it may concern.
Email The email address of the manufacturer as a business entity.
Web The manufacturer's website address.
Phone 1 The default phone number of the manufacturer.
Phone 2 An additional phone number of the manufacturer.
Fax The fax number of the manufacturer.
Main Address Section
Element Description
Validated A check box that indicates (if selected) that the address has been validated with
a third-party specialized software or service. The check box is displayed if the
Address Validation feature is enabled in your system.
Address Line 1 The first line of the manufacturer's address.
Address Line 2 The second line of the address.
City The manufacturer's city.
Country The manufacturer's country.
State The manufacturer's state or province.
Postal Code The manufacturer's postal code. You can set up an input validation mask for the
country's postal codes on the Countries/States (CS204000) form.
View on Map A button you can click to view the manufacturer's location on the map specified
on the Site Preferences (SM200505) form.
Master Contracts
Form ID: (FS204700)
By using this form, you can create master contracts.
Form Toolbar
Summary Area
By using the elements in the Summary area, you can create a new master contract or select an existing
master contract for editing.
Element Description
Master Contract The identifier of the master contract.

ID
Customer The customer associated with the master contract.
Branch The branch that handles the service order.
Description A description of the master contract.
Model Equipment and Component Summary

Form ID: (FS400400)
On this form, you can view all the stock items defined in the system as model equipment or component
(that is, the Model Equipment Item Class or Component check box is selected for their item
classes on the Service Management tab of the Item Classes (IN201000) form). For details, see Model
Equipment.
Form Toolbar
Selection Area
By using the element in this area, you can view in the table the data that is most relevant to your needs
for information.
Element Description
Model Template The item class that is used as the model template for which you want to view
data.
Table
This table displays the summary data for the equipment and components that meets the criteria you
have specified in the Selection area.
Table Columns
Element Description
Inventory ID The identifier of the stock item that is defined in the system as model equipment
or component.
Item Status The status of the stock item. You can select one of the following options:
• Active: The item can be used in inventory operations, such as issues,

adjustments, and receipts.
• No Sales: The item cannot be sold.
• No Purchases: The item cannot be purchased.
• No Request: The item cannot be used on requests and requisition, while it

can be included in sales and purchase order, inventory issues and receipts.
Element Description
• Inactive: No inventory operations are allowed for the stock item.
• Marked for Deletion: The item is marked for deletion: No inventory

operations are allowed, but the record will be kept in the database if any
inventory transactions were related to it.
Class ID The item class associated with the item.
Manufacturer ID The identifier of the company that produced the item.
Model ID The identifier of the manufacturer model that is assigned to the item.
Service Contract Schedules

Form ID: (FS305100)
You can use this form to enter a new schedule for a particular service contract, or to view and modify
an existing schedule. For details, see Service Contract Schedules.
: This form opens from the Service Contracts (FS305700) form when you click Add Schedule on the form
toolbar.
Form Toolbar
Button Description
Generate from Opens the Generate from Service Contracts (FS500300) form, where you can
Service Contracts generate service orders or appointments according to the schedule.
Summary Area
In this area, you can define a new schedule and its settings, or select an existing schedule and view its
settings.
Element Description
Service Contract The unique identifier assigned to the service contract.

Nbr.
Number number and the number of the schedule sequence. The schedule sequence
ranges from 1 (used for the first schedule associated with the service
contract) to 99.
Active A check box that indicates (if selected) that the schedule is active in the
system, and service orders or appointments can be generated.
Customer Read-only. The unique identifier of the customer that has ordered services.
Location The unique identifier of the customer location for which you want to create
the schedule.
The system fills this box in based on the customer location specified for the
related contract on the Service Contracts (FS305700) form.
Service Order Type The type of service orders involved in the contract.
Element Description
Schedule Generation Read-only. The type of the documents generated for the schedule. The
Type options are Service Orders and Appointments.
Schedule Start Time The time when the generated appointments are scheduled to start. This time
is set in the Scheduled Start Time box of the Appointments (FS300200)
form for each generated appointment. By default the current business hour is
set.
This box is available for editing only if the Appointments schedule generation
type is selected for the contract.
Start Date Read-only. The date from which the schedule is generated according to the
service contract.
Expiration Date Read-only. The end date of the range when the schedule is generated. This
box is available only if the Enable Expiration Date check box is selected on
the Generate from Service Contracts form.
Custom Start Date The date from which this particular schedule is generated. This box is
available only if the Enable Custom Start Date check box is selected.
Enable Custom Start A check box that (if selected) makes the Custom Start Date box available
Date so you can specify the custom start date of the schedule.
Last Processed Read-only. The date that was specified in the Generate Service Orders Up
To box on the Generate from Service Contracts form for the process that
generated the current schedule.
Last Generated Read-only. The date when the last document was generated.
Element
Additional Settings Section
In this section, you specify the vendor that performs services for the generated service orders or
appointments by default.
Element Description
Vendor The identifier of the vendor that handles service orders or appointments.
Services Tab
This tab contains a table in which you can specify information related to the services associated with
the service contract schedule.
Column Description
Line Type The type of line involved in the service contract. Depending on the type of line
you select, other columns may or may not be available. The line type is one of
• Service: The line is a service (default status).
• Comment: The line is a comment. You can use this type to indicate to the
staff member a remark about the service.
• Instruction: The line is an instruction. You can use this type to indicate to
the staff member an instruction about the service.
Column Description
• Non-Stock Item: The line is a non-stock item defined on the Non-Stock
Items (IN202000) form with a type other than Service, such as Non-Stock
Item, Labor, Charge, and Expense.
• Service Template: The line is a service template. You can use this type to
assign to the service order a set of services associated with the template.
You can create a service template on the Service Templates (FS204900)
form.
Service ID The identifier of the service.

This column is available for editing if Service or Non-Stock Item is selected in the
Line Type column.
Billing Rule The billing rule applied to the line, which is filled in by the system when you
select a service. The billing rule is one of the following:
• Time: The service is billed based on the time that was spent delivering the
service. The price of the service is defined per unit of time.
• Flat Rate: The service is billed at a set rate, regardless of the time that was
spent delivering the service.
• None: The service is free of charge. No price is specified for the service.
This column is available for editing if Service or Service Template is selected in

the Line Type column.
Service Template The identifier of the service template.

ID
This column is available for editing if Service Template is selected in the Line
Type column.
Quantity The quantity of this line item.

This column is available for editing if Service or Non-Stock Item is selected in the
Line Type column.
Equipment ID The identifier of the target equipment that the service is performed upon.
Component ID The identifier of the equipment component that the service is performed upon.
Component Line The line reference number that is assigned to this equipment component in the
Ref. Line Ref. column on the Components and Warranties tab of the Equipment
(FS205000) form.
Transaction A description of the line. If the line type is Service, Non-Stock Item, or Service
Description Template, the system automatically fills in this column with the description of the
selected service, non-stock item, or service template, respectively. If Comment
or Instruction is selected in the Line Type column, you enter the comment or
instruction in this column.
Inventory Items Tab

On this tab, you can enter any inventory items (stock items in this case) involved in the service contract
schedule. When you add a row and select the inventory ID, the system fills in the column with the
description of the inventory item.
To specify the items involved in the schedule, make sure that the service order type associated with
the schedule has the appropriate posting settings. That is, for the type, on the Preferences tab of the
Service Order Types form, in the Invoice Generation Settings section, be sure that under Generate
Invoices In, the Sales Order or None option button is selected.
Table Columns
Column Description
Line Type The type of line involved in the schedule. Depending on the type of line, other
columns may or may not be available. The line type can be one of the following:
• Inventory Item: The line is an inventory item (in this case, a stock item).
• Comment: The line is a comment. You can use this type to indicate to
the staff member a remark about the stock item, which you enter in the
Transaction Description column.
• Instruction: The entry is an instruction. You can use this type to indicate to
the staff member an instruction about the stock item, which you enter in
the Transaction Description column.
Inventory ID The identifier of the item.

This column is available for editing if the line type is Inventory Item.
Quantity The quantity of the item.

This column is available for editing if the line type is Inventory Item.
Equipment The equipment-related action that is performed by a staff member (or multiple
Action staff members). The following options are available:
• Selling Model Equipment: Registers a sale of the stock item of the

Model Equipment type whose identifier is selected in the Inventory ID
column. When the related invoice is released, a target equipment entity
corresponding to the stock item is created in the system.
• Replacing Target Equipment: Registers the replacement of the target

equipment entity specified in the next column with a new stock item of the
Model Equipment type whose identifier is selected in the Inventory ID
column.
• Replacing Component: Registers the replacement of a component of

the piece of target equipment specified in the Target Equipment ID
column. You specify the applicable component in the Component Line
Ref. column.
• N/A: Registers the sale of an inventory item in the system to the customer.
If model equipment, target equipment, or component is specified for the
line, the record will not be created or modified on the Equipment form.
Equipment ID The identifier of the target equipment associated with the stock item. This
equipment can belong to the customer, or it can be your company's property.
Component ID The identifier of the component of the target equipment associated with the item.
Component Line The line reference of the component of the target equipment associated with the
Ref. item. The line reference number is assigned to the equipment component in the
Line Ref. column on the Components and Warranties tab of the Equipment
(FS205000) form.
Column Description
Transaction A description of the item of the line. If the line type is Inventory Item, the system
Description automatically completes this field with the stock item description. If Comment
or Instruction is selected in the Line Type column, you enter the comment or
instruction in this column.
Recurrence Tab
On this tab, you can define the recurrence settings of the schedule rule.
Frequency Settings Section
Element Description
Frequency Settings The frequency at which the schedule should occur. Select one of the following
option buttons:
• Daily: The schedule type recurs daily or every x days.
• Weekly: The schedule type recurs weekly or every x weeks.
• Monthly: The schedule type recurs monthly or every x months.
• Annual: The schedule type recurs yearly or every x years.
Select the frequency type, and enter the settings specific to the type in the
corresponding section on this tab (described below).
Season Settings Section
This section is available only if the Enable Seasons Option in Schedule Contracts check box is
selected on the Service Management Preferences (FS100100) form.
Element Description
For the Daily, Weekly, and Monthly frequency types, you use the check
boxes to select the month or months when the schedule recurs: January,
February, March, April, May, June, July, August, September, October,
November, and December.
Daily Section
This section is available if the frequency setting is set to Daily. In this section, you define the
recurrence settings of a daily schedule.
Element Description
Every x Day(s) An integer that specifies the time interval in days when the schedule recurs.
For example, 1 means every day and 2 means every other day, starting on
the Start Date.
Weekly Section
This section is available if the frequency setting is set to Weekly. In this section, you define the
recurrence settings of a weekly schedule.
Element Description
Every x Week(s) An integer that specifies the time interval in weeks when the schedule
recurs. For this frequency type, enter an integer and use the following check
Element Description
boxes to select the day of the week when the schedule recurs: Sunday,
Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday.
Monthly Section
This section is available if the frequency setting is set to Monthly. In this section, you define the first
recurrence settings of the monthly schedule.
Element Description
Every x Month(s) An integer that specifies the time interval in months when the schedule
recurs. For this frequency type, you should enter an integer and select one
of the option buttons below this box.
Schedule On The day when the schedule recurs. Select one of the following option
buttons:
• Fixed Day of Month: Indicates (if selected) that the schedule recurs
monthly on the day of the month specified in the related box.
• Fixed Day of Week: Indicates (if selected) that the schedule recurs
monthly on the particular weekday of the month specified in the
related box.
2nd Recurrence Monthly Settings Section
This section is available if the frequency setting is set to Monthly. In this section, you define the
second recurrence settings of the monthly schedule.
Element Description
Monthly 2 Selected A check box that indicates (if selected) that the second settings are
applied to the monthly schedule.
buttons:
• Fixed Day of Month: Indicates (if selected) that the schedule

recurs monthly on the day of the month specified in the related box.
monthly on the particular day of the week (in the month) specified in
the related box.
3rd Recurrence Monthly Settings Section
This section is available if the frequency setting is set to Monthly. In this section, you define the third
Element Description
Monthly 3 Selected A check box that indicates (if selected) that the third settings are applied
to the monthly schedule.
buttons:

Element Description
monthly on the particular day of the week (in the month) specified
in the related box.
4th Recurrence Monthly Settings Section
This section is available if the frequency setting is set to Monthly. In this section, you define the fourth
Element Description
Monthly 4 Selected A check box that indicates (if selected) that the fourth settings are applied
to the monthly schedule.
buttons:

monthly on the particular day of the week (in the month) specified
in the related box.
Annual Section
This section is available if the frequency setting is set to Annual. In this section, you define the
recurrence settings of a yearly schedule.
Element Description
Every x Year(s) An integer that specifies the time interval in years when the schedule
recurs. For this frequency type, you enter an integer and use the
check boxes to select the month or months when the schedule recurs:
January, February, March, April, May, June, July, August,
September, October, November, and December.
buttons:

recurs monthly on the day of the month specified in the related
box.
• Fixed Day of Week: Indicates (if selected) that the schedule

recurs monthly on the particular day of the week (in the month)
specified in the related box.
Forecast Tab
On this tab, you can view a prediction of the days when the service orders or appointment will be
created in the system according the schedule if you generate the schedule on the Generate from
Service Contracts form.
Element Description
From The start date of the date range for which you want to view the days when the
documents will be generated according to the schedule.
Element Description
To The end date of the date range for which you want to view the days when the
documents will be generated according to the schedule.
Table Toolbar
The table toolbar includes only standard buttons. For the list of standard buttons, see Table
Toolbar.
Column Description
Date The date when the documents will be generated in the system.
Day of Week The day of the week when the documents will be generated in the system.
Week of Year The number of the week in the year when the documents will be generated in the
system.
Begin Date of The date of the Monday of the week when the documents will be generated in the
Week system.
Service Contracts
Form ID: (FS305700)
By using this form, you can enter new service contracts and view and edit the details of existing ones.
In the service contract, you can specify the applicable customer, the schedule that determines when
services are needed, the services to be provided, any inventory items to be sold as part of the service
order, and the prices of the included services and inventory items. For details, see Service Contracts.
Form Toolbar
Service Contract Summary Area

The Summary area includes general information about the service contract, such as the reference
number, the customer, and the branch information.
Element Description
Customer The customer associated with the service contract.
Service Contract The reference number of the service contract, which the system automatically
Nbr. generates for every new service contract by default.
Location The customer location associated with the service contract. This is the location
that is selected by default in the Location box on the Service Contract Schedules
(FS305100) form when you create a schedule.
Description A description of the service contract.
Start Date The date from which the services of the contract can start to be performed, and
the service contract enters into force.
Expiration Date The end date of the contract. This box is available only if the Enable Expiration
Date check box is selected on this form.
Enable A check box that (if selected) makes the Expiration Date box available so you
Expiration Date can specify the end date of the service contract.
Element Description
Status The status of the service contract. Select one of the following options:
• Open: The service contract has been created (default status).
• On Hold: The service contract is on hold for a time, so it will not be acted
upon.
• Inactive: The service contract is no longer used.
Branch The company branch that handles the service contract.
Branch Location The branch location that handles the service contract. The branch location is
defined in the Branch Locations(FS202500) form.
• Service Orders: Service orders are generated for the contract schedule. You
should then create appointments for the service orders.
• Appointments: Appointments are generated for the contract schedule. For

each appointment related service order is generated.
Master Contract The identifier of the master contract associated with the service contract.
Vendor The vendor performs services for the service contract. Select the vendor that is
added as a default staff member in the service orders or appointments generated
from the service contract schedules.
Commission Section
Element Description
Salesperson ID The salesperson associated with the service contract. The selected salesperson is
assigned to the generated service orders or appointments.
Commissionable A check box that indicates (if selected) that commission is paid on services or
inventory items to the salesperson.
Price Settings Section
Element Description
Billing Settings The source of the prices for services, stock items and non-stock items. Select one
of the following option buttons:
• Price List: The prices of services and inventory items that are specified in
the Default Price box of the Non-Stock Items (IN202000) or Stock Items
(IN202500) form or in the price list on the Sales Prices (AR202000) form
are used.
• Contract: The prices of services and inventory items that are specified on
the Service Prices and Inventory Item Prices tabs in the route service
contract are used.
Schedules Tab
On this tab, you can specify and review information about the schedule or schedules determining when
the services associated with the contract are performed.
Table Toolbar
Button Description
Add Schedule Navigates to the Service Contract Schedules (FS305100) form, where you can
add a schedule to the service contract.
Table Columns
Column Description
Schedule Ref. The reference number of the schedule.

Nbr.
Schedule The type of the documents generated for the schedule. The options are Service
Generation Type Orders and Appointments.
Service Order The type of service orders that are handled under the contract.
Type
Location The identifier of the customer location for which the schedule has been created.
Active A check box that indicates (if selected) that the schedule has been generated and
active in the system.
Recurrence The recurrence setting of the schedule associated with the service contract. The
Description value in this column is a combination of the settings selected on the Recurrence
tab of the Service Contract Schedules form.
Services Tab
On this tab, you can view the information related to the all services associated with the schedules of the
service contract, as specified on the Services tab of the Service Contract Schedules (FS305100) form.
All the columns are read-only.
Table Columns
Column Description
Schedule Ref. The reference number of the schedule.

Nbr.
Line Type The type of line involved in the schedule. The line type is one of the following
options:
• Service: The line is a service.
• Comment: The line is a comment. This type indicates to the staff member a
remark about the service.
• Instruction: The line is an instruction. This type indicates to the staff

member an instruction about the service.
• Non-Stock Item: The line is a non-stock item with a type other than
Service, such as Non-Stock Item, Labor, Charge, and Expense defined on
the Non-Stock Items (IN202000) form.
Column Description
• Service Template: The line is a service template.
Service ID The identifier of the service associated with the service contract.
Quantity The quantity of services.
Equipment ID The identifier of the equipment for which the service is needed.
Transaction A description of the line.

Description
Service Prices Tab

On this tab, you can view the information related to the service prices. If the Price List option button is
selected under Billing Settings, this tab is read-only. If the Contract option button is selected under
Billing Settings, you use this tab to specify the prices for the services.
Table Columns
Column Description
Inventory ID The identifier of the service.
Line Type The type of line involved in the service contract schedule. The line type is one of
• Comment: The line is a comment.
• Instruction: The line is an instruction.
Service, such as Non-Stock Item, Labor, Charge, and Expense defined on
the Non-Stock Items (IN202000) form.
• Service Template: The line is a service template.
Unit Price The price of the specified unit of this line item.
UOM The unit of measure of the stock item.
Currency The currency of the price.
Inventory Items Tab

This tab displays the stock items associated with the schedules of this service contract, as specified
on the Inventory Items tab of the Service Contract Schedules (FS305100) form. All the columns are
read-only.
Table Columns
Column Description
Schedule Ref. The identifier of the route service contract schedule to which the item is related.
Nbr.
Column Description
Line Type The type of line related to the inventory item. The line type is one of the following
options:
• Inventory Item: The line is a stock item.
• Comment: The line indicates to the staff member a remark.
• Instruction: The line indicates to the staff member a special direction.
Inventory ID The identifier of the stock item.
Quantity The number of this particular stock item that will be used.
Equipment ID The identifier of the equipment associated with the stock item.
Transaction A description of the inventory item related to the schedule. If Comment or

Description Instruction is in the Line Type column, the comment or instruction is in this
column.
Inventory Item Prices Tab

On this tab, you can view the information related to the equipment prices. If the Price List option
button is selected under Billing Settings, this tab is read-only. If the Contract option button is
selected under Billing Settings, you use this tab to specify the prices for the inventory items.
Table Columns
Column Description
Inventory ID The identifier of the equipment.
Line Type The type of line involved in the route service contract schedule. The line type is
one of the following options:
Unit Price The price of the specified unit of this line item.
UOM The unit of measure (UOM) used for the item.
Currency The currency of the price.
Service Templates
Form ID: (FS204900)
On this form, you can create service templates. For details, see Service Templates.
Form Toolbar
Summary Area
By using the elements in the Summary area, you can create a new service template or select an
existing service template for editing.
Element Description
Service Template The identifier of the service template.

ID
Description A description of the service template.
Service Order The service order type of the services that are going to be added to the template.
Type
Services Tab
On this tab, you can add services and their quantities to the template.
Table Columns
Column Description
Line Type The type of line involved in the service template. Depending on the type of line,
other columns may or may not be available. The options are:
• Comment: The line is a comment. You can use it to indicate a remark about
the service to the staff member.
• Instruction: The line is an instruction. You can use it to indicate an

instruction about the service for the staff member.
service.
Service ID The identifier of the service. This column is available if the line type is Service or
Non-Stock Item.
Quantity The number of items. This column is available only if Service or Non-Stock Item
is selected in the Line Type box.
Transaction A description of the line item. If the line type is Service or Non-Stock Item, the
Description system automatically completes this field with the service description. If the line
type is Comment or Instruction, you enter a comment or instruction in this field.
Inventory Items
On this tab, you can add stock items and their quantities to the template.
: You can add the stock items only if Sales Order or None is selected in the Invoice Generation
Settings section on the Service Order Types (FS202300) form for the selected service order type.
Column Description
Line Type The type of line involved in the service order. Depending on the type of line, other
columns may or may not be available or not. The options are:
• Comment: The line is a comment. You can use it to indicate a remark about
the inventory item for the staff member.
Column Description
• Instruction: The line is an instruction. You can use it to indicate an
instruction about the inventory item for the staff member.
Inventory ID The identifier of the item. This column is available if the line type is Inventory
Item.
Quantity The number of line items. This column is available only if Inventory Item is
selected in the Line Type box.
Transaction A description of the line item. If the line type is Inventory Item, the system
Description automatically completes this field with the stock item description. If the line type
is Comment or Instruction, you enter a comment or instruction in this field.
| Equipment Management Reports | 106
Equipment Management Reports

By using the reports for the Equipment Management module, you can promptly get detailed information
about service contracts and equipment. You can also analyze the contract and equipment-related data
by various criteria, and track service operations for different customers and locations.
All Equipment Management reports can be generated in different formats, including PDFs, and can
be printed or sent by email. Some reports generated as PDFs require digital signatures; see Security
Policies in Acumatica ERP for more details.
Before you use reports, see Reports for more information.
Equipment Management Reports

The Equipment Management module includes the following Audit reports:
• Contract List (FS657000): Displays the list of service contracts registered in Acumatica ERP during
the specified period. This report can be used, for example, by a supervisor to display a list of
all service contracts for a customer in a period of time, or all service contracts that are close to
expiring. By including the details by schedule, the user can analyze the quantity of services and
materials included in recurrent schedules in the system, and see the recurrence details.
• Service Order Details by Contract (FS657500): Displays information about all inventory items
included in each service order, grouped by contract. This report can be used, for example, by a
supervisor who wants to list all services performed and materials used on a target equipment item
of a customer over some date range.
• Appointment Details by Contract (FS658000): Displays information about all inventory items
included in each appointment, grouped by contract. This report can be used, for example, by a
supervisor who wants to revise all appointments related to contracts in the company during a
date range. The supervisor may also want to analyze the total amount, duration, and quantity
of services and items that typically correspond to preventive maintenance included in service
contract appointments.
• Service Time Activity by Contract (FS658500): Displays information about time activities, grouped
by contract. This report can be used, for example, by a supervisor who wants to review how many
hours his or her team spent on preventive maintenance.
• Target Equipment List (FS659000): Displays information about all target equipment in the
system. This report can be used, for example, by a supervisor who wants to revise the list of
customer equipment entities the company is keeping track of, either for maintenance or for
warranty handling. By selecting the Component Details check box on the report form, the
supervisor can see which components have warranties that are close to expiring.
• Appointment Details by Target Equipment (FS659500): Displays information about all inventory
items included in each appointment, grouped by target equipment. This report can be used, for
example, by a supervisor who wants to view a list of all services performed and materials used for
a target equipment item of a customer over some date range.
Appointment Details by Contract

Form ID: (FS658000)
This report displays information about all inventory items (services, non-stock items, and stock items)
included in each appointment, grouped by contract. You can filter data by a customer, customer
location, service contract, or contract schedule.
See below for a description of each parameter on the Report Parameters tab. For details about using
other elements on the report form, see Reports.
Report Parameters
On the Report Parameters tab, you use the following parameters to select the information to be
displayed on the report:
• Report Format: The report format, which in this case indicates the level of detail of data in the
report to be generated. The following options are available:
• Detailed (default): The report shows details on each inventory item.
• Summary: The report shows summary information for each inventory item, such as
estimated and actual duration of services, quantity of items, and amount.
• Start Date: The start date for which you want to view information. By default, the current
business date is selected.
• End Date: The end date for which you want to view information. By default, the current business
date is selected.
• Customer: The customer for which you want to view data. Leave the box blank to view
information on all customers.
• Location: The customer location for which you want to view data. Leave the box blank to view
information on all customer locations.
• Service Contract Nbr.: The service contract for which you want to view data. Leave the box
blank to view information on all service contracts.
• Schedule Ref. Nbr.: The reference number of the schedule for which you want to view data.
Leave the box blank to view information on all service contract schedules.
• Target Equipment Details: A check box that indicates (if selected) that report will display target
equipment information.
Appointment Details by Target Equipment

Form ID: (FS659500)
This report displays information about all inventory items (services, non-stock items, and stock
items) included in each appointment, grouped by target equipment. You can filter data by a customer,
customer location, or contract target equipment.
Report Parameters
• Detailed (default): The report shows details on target equipment for each inventory item.
• Summary: The report shows summary information for each inventory item.
date is selected.
• Target Equipment Detail: The target equipment for which you want to view data. Leave the box
blank to view information on all target equipment.
Contract List
Form ID: (FS657000)
This report displays the list of service contracts registered in Acumatica ERP during the specified period.
Information can be filtered by customer and customer location.
Report Parameters
date is selected.
• Customer ID: The customer (by its ID) for which you want to view information. Leave the box
blank to view information on all customers.
• Customer Location ID: The location (by its ID) of the selected customer for which you want
to view information. Leave the box blank to view information on all customer locations of the
selected customer.
• Schedule Details: A check box that indicates (if selected) that the report will display information
about service contract schedules.
Service Order Details by Contract

Form ID: (FS657500)
This report displays information about all inventory items included in each service order, grouped by
contract. You can filter data by a customer, customer location, service contract, or contract schedule.
Report Parameters
• Detailed (default): The report shows details on each service order.

• Summary: The report shows the total transaction amount by contract.
date is selected.
blank to view information on all service contracts.
• Target Equipment Details: A check box that indicates (if selected) that report will display target
equipment information.
Service Time Activity by Contract

Form ID: (FS658500)
This report displays information about time activities, grouped by contract. You can select time activity
by a customer, customer location, service contract, or contract schedule.
Report Parameters
• Detailed (default): The report shows details on each activity of an employee.
• Summary: The report shows summary information for a customer such as actual duration.
date is selected.
blank to view information on all service contract.
• Target Equipment Details: A check box that indicates (if selected) that the report will display
target equipment information.
Target Equipment List

Form ID: (FS659000)
This report displays information about all target equipment in the system. You can filter data by an
equipment type.
Report Parameters
• Equipment Type: The type of equipment for which you want to view data. Leave the box blank
to view information on all customers. Leave the box blank to view information on all target
equipment.
• Component Detail: A check box that indicates (if selected) that the report will display
information about the components of the target equipment.
| Appendix | 111
Appendix
The appendix provides some reference information relevant for this document. The additional
information in this section is a useful source for readers who need some reference material that is
related to system forms and tables, as well as running reports.
In this section:
• Reports
• Form Toolbar
• Table Toolbar
• Glossary
Reports
In addition to offering a comprehensive collection of reports for each module, Acumatica ERP gives you
a high degree of control over each report.
A typical report form, described in Report Form, lets you adjust the report settings to meet your specific
informational needs. You can specify sorting and filtering options and select the data by using report-
specific settings—such as financial period, ledger, and account—and configure additional processing
settings for each report. The settings can be saved as a report template for later use. For details, see
To Run a Report and To Create a Report Template.
After you run a report, the prepared report appears on your screen. You can print the report, export the
report to a file, or send the report by email.
This chapter describes a typical report form and the main tasks related to using reports.
In This Chapter
• Report Form
• To Run a Report
• To Configure an Ad Hoc Filter on a Report Form
• To Modify an Ad Hoc Filter on a Report Form
• To Create a Report Template
Report Form
Before you run a report, you set a variety of parameters on the report form. You can select a template
or manually make selections that affect the information collected. Also, you can specify appropriate
settings to print or email the finished report.
The following screenshot shows a typical report form.
| Appendix | 112
Figure: Parameters View of Report Form
1. Report Form Toolbar
2. Parameters Toolbar
3. Template Area
4. Details Area
Report Form Toolbar

The following table lists the buttons of the report form toolbar when you are configuring a report.
Button Description
Cancel Clears any changes you have made and restores default settings.
Run Report Initiates data collection for the report and displays the generated report.
Save Template Gives you the ability to save the currently selected report as a template with all the
selected settings.
Remove Removes the previously saved template.

Template
This button is available only when you select a template.
Schedule Opens the Select Schedule Name dialog box, which you can use to schedule report
Template processing.
This button is available only when you select a template.
Select Schedule Name Dialog Box
Element Description
Schedule The schedule for report processing. Select an existing schedule, or leave the box
blank and click OK to open the Automation Schedules (SM205020) form to create
a new schedule for running the report. For more information on scheduling, see
To Schedule Processing in the Acumatica ERP User Guide.
Merge Reports A check box that indicates (if selected) that this report will be merged with the
other reports selected for merging into one net report when processed.
| Appendix | 113
Element Description
: You can check the reports that will be merged when processed on the Send
Reports (SM205060) form.
Merging Order The number of the report in the net report.
Report Toolbar
The following table lists the buttons of the toolbar after you run the configured report.
Buttons Icon Description
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were
made).
Groups Adds to the report a left pane where the report structure is shown. Click a
report node to highlight the pertinent data in the right pane.
View PDF / Displays the report as a PDF, or displays the report in HTML format. The
View HTML available button depends on the current report view; if you're viewing a PDF,
for instance, you will see the View HTML button.
First Displays the first page of the report.
Previous Displays the previous page.
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email Activity dialog box, which you use to send the report file (in
the chosen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Template Area
Use the elements in this area to select an existing template and then use the template, share it with
other users, or use it as your default report settings.
The Template area elements, which are available for all reports, are described in the following table.
Template Area Elements
Element Description
Template The template to be used for the report. If any templates were created and saved,
you can select a template to use its settings for the report.
| Appendix | 114
Element Description
Default A check box that indicates (if selected) that the selected template is marked as the
default one for you. A default template cannot be shared.
Shared A check box that indicates (if selected) that the selected template is shared with
other users. A shared template cannot be marked as the default.
Locale A locale that you select to indicate to the system that the report should be
prepared with the data translated to the language associated with this locale. This
box is displayed if there are multiple active locales in the system. For details, see
Locales and Languages.
Report Parameters Tab

The Report Parameters tab includes sections where you can specify the contents of the report
depending on the current report and vary in the following regards:
• How many elements and which elements are available on a particular report
• Whether elements contain default values
• Whether specific elements require values to be selected
• Whether elements may be left blank to let you display a broader range of data
Additional Sort and Filters Tab

The Additional Sort and Filter tab contains additional sorting and filtering conditions:
• Additional sorting conditions: Defines the sorting order. You can add a line, select one of the
report-specific properties, and select the Descending or Ascending sort order for the column.
• Additional filtering conditions: Defines the report filter. You can add a line, select one of the
report-specific properties, and define a condition and its value. The list of conditions include one-
operand and two-operand conditions. To create a more complicated logical expression, you can
use brackets and logical operations between brackets. For more information on creating filters,
see Creation of Ad Hoc and Reusable Filters in Acumatica ERP User Guide. For detailed procedures
on using ad hoc filters, see To Configure an Ad Hoc Filter on a Report Form and To Modify an Ad
Hoc Filter on a Report Form.
Print and Email Settings Tab

If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print
Settings area.
Print Settings Section
Element Description
Deleted Records Selects the visibility of the data deleted from the database.
Print All Pages Causes all pages of the report to be printed.
Print in PDF format Displays the report in PDF format.
Compress PDF file Indicates that the system will generate a compressed PDF.
Embed fonts in PDF Indicates that the system will generate the PDF with fonts embedded.
file
| Appendix | 115
If you plan to send the report as an email, in the Email Settings area, specify the format in which the
report will be sent, as well as the email subject, the recipients of copies of the report, and the email
account of the recipient.
Email Settings Section
Field Description
Format The format (HTML, PDF, or Excel) in which the report will be emailed.
: Merge function for reports in Excel format is not supported. If you want to merge
a report with other reports and send an aggregated report by email, you should
select either the HTML or PDF format for the report.
Email Account The email address of the recipient.
CC An additional addressee to receive a carbon copy (CC) of the email.
BCC The email address of a person to receive a blind carbon copy (BCC) of the email;
an address entered in this box will be hidden from other recipients.
Subject The subject of the email.
Report Versions Tab

If the report has multiple versions, you can select one of them.
Report Versions Tab Toolbar
Button Description
Refresh Refreshes the list of report versions.
Select Temporarily activates the selected report version.
Report
Once you click Run Report, the prepared report appears on your screen. You can print the report,
export the report to a file, or send the report by email.
The prepared report is displayed in the report view of the report form. For more information about
setting up the report parameters and the parameters view of the report form, see Report Form.
Report Toolbar
The following table lists report toolbar buttons.
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were
made).
Groups Adds to the report a left pane where the report structure is shown. Click a
report node to highlight the pertinent data in the right pane.
| Appendix | 116
View PDF / Displays the report as a PDF, or displays the report in HTML format. The
View HTML available button depends on the current report view; if you're viewing a PDF,
for instance, you will see the View HTML button.
First Displays the first page of the report.
Previous Displays the previous page.
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email Activity dialog box, which you use to send the report file (in
the chosen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Form Toolbar
The form toolbar, available on most forms, is located near the top of the form, under the form title bar
(see the screenshot below). The form toolbar may include standard and form-specific buttons.
Figure: Form toolbar
You use the standard buttons on the form toolbar to navigate through objects and entities that were
created by using the current form, insert or delete an object or entity, use the clipboard, save the data
you have entered, or cancel your work on the form.
In addition to standard buttons, a form toolbar on a particular form may include form-specific
buttons. These buttons usually provide navigation to other forms, take specific actions, and perform
modifications or processing related to the functionality of the form.
| Appendix | 117
Standard Form Toolbar Buttons

The following table lists the standard buttons of the form toolbar. A form toolbar may include some or
all of these buttons.
Standard Form Toolbar Buttons
Button Icon Description
Save Saves the changes made to the object or entity.
Cancel Depending on the context, does one of the following:
• Discards any unsaved changes you have made to objects or

entities and retrieves the last saved version.
• Clears all changes and restores the default settings.
Add New Record Clears any values you've specified on the form, restores any default
values, and initiates the creation of a new object or entity.
Clipboard Provides options to do the following:
• Copy: Copy the selected object or entity to the clipboard.
• Paste: Paste an object, entity, or template from the clipboard.
• Save as Template: Create a template based on the selected

object or entity.
• Import from XML: Import an object, entity, or template from

an .xml file.
• Export to XML: Export the selected object or entity to an .xml file.
For more information on templates and copy-and-paste operations in

Acumatica ERP, see Using Forms. For more information on importing
and exporting .xml files, see System-Wide Actions in Acumatica ERP in
the Acumatica ERP User Guide.
Delete Deletes the currently selected object or entity, clears any values you've
specified on the form, and restores default values.
: You can delete a document that is not linked with another document.
Go to First Displays the first object or entity (in the list of objects or entities of the
Record specific type) and its details.
Go to Previous Displays the previous object or entity and its details.

Record
Go to Next Displays the next object or entity and its details.

Record
Go to Last Displays the last object or entity (in the list of objects or entities of the
Record specific type) and its details.
Schedules Gives you the ability to schedule the processing. For more information,
see To Schedule Processing topic in the Acumatica ERP User Guide.
| Appendix | 118
Inquiry Form Toolbar Buttons

Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by
a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing
Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A
toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table
above) and additional buttons described below.
Fit to Screen Expands the form to fit on the screen and adjusts the column widths
proportionally.
Export to Excel Exports the data to an Excel file. For more information, see Integration
with Excel in the Acumatica ERP User Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to
define a new filter. After the filter has been created and saved, the
corresponding tab appears on the table. For more information about
filtering, see Filters.
Table Toolbar
Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the search
box and buttons you can use to work with the details or objects of the table.
The table toolbar, shown in the following screenshot, can include the following sections:
• Action section: Contains buttons that are specific to the table, standard buttons that most table
toolbars have, and the search box.
• Footer section: Displays navigation buttons if there are too many details or objects (that is, table
rows) to fit on one page.
Figure: Table toolbar sections
1. Action section
2. Footer section
Action Section of Table Toolbar

The action section, commonly located at the top of a table, can contain standard and table-specific
buttons. If a table toolbar includes table-specific buttons, they are described in the form reference help
topic.
| Appendix | 119
The following table describes the standard table toolbar buttons. A table toolbar may include some or all
of those buttons.
Standard Table Toolbar Buttons
Refresh Refreshes the data in the table.
Switch Between Controls how the elements are displayed on the form: in a table (grid) with
Grid and Form rows and columns; or as separately arranged elements for one table row on
a form, with navigation tools you use to move between rows.
Add Row Appends a new blank row to the table so you can define a new detail or
object. A row may contain some default values.
Delete Row Deletes the selected row.
Move Row Up Moves the selected row one position up.
Move Row Moves the selected row one position down.

Down
Fit to Screen Adjusts the table to the screen width and makes the column width
proportional.
Export to Excel Exports the data in the table to an Excel file. For more information, see
Integration with Excel in the Acumatica ERP User Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to define a new
filter. After the filter is created and saved, the corresponding tab appears on
the table. For more information about filtering, see Filters.
Load Records Opens the File Upload dialog box, described in detail below, so you
from File can locate and upload a local file for import. You can use this option to
import data from Excel spreadsheets (.xlsx) and .csv files. For the detailed
procedure, see To Import Data from a Local File to a Table.
Search A box in which you can type a word, part of a word, or multiple words. As
you type, the system filters the contents of the table to reflect the string
you have typed.
File Upload Dialog Box
The File Upload dialog box gives you the ability to upload a file of one of the supported formats
(.csv or .xlsx) and import data from the file. You import the file by using the File Upload dialog box,
specify the import settings by using the Common Settings dialog box, and then match the columns
in the imported file to the columns in the Acumatica ERP table to which you import data by using the
Columns dialog box.
Element Description
File Upload dialog box
File Path The path to the file you want to upload.

| Appendix | 120
Element Description
To select the file, click Browse, and then find and select the file you want to
upload.
The dialog box has the following button:
Upload The button you click to upload the selected file and to open the Common
Settings dialog box.
Common Settings dialog box
Separator Chars The character that is used as the separator in the imported file. Specify the
separator character if the imported file uses an atypical separator. This box
appears on the interface only when you import data from a .csv file.
Null Value Optional. The value that is used to mark an empty column in the imported file.
Specify the null value if the value in the imported file differs from the standard
empty value.
Encoding The encoding that is used in the imported file. This box appears on the interface
only when you import data from a .csv file.
Culture The regional format that has been used to display the time, currency, and other
measurements in the imported file..
Mode The mode defining which rows of the uploaded file will be imported into the table.
The following options are available:
• Update Existing: The rows already present in the table will be updated, and
the rows not present in the table will be added.
• Bypass Existing: Only the new rows that are not present in the table will
be imported. The rows that are already present in the table will not be
updated.
• Insert All Records: All the rows from the file will be imported into the table.
: If you select this option, you may get duplicated rows because the
system won't check for duplicates when importing rows from the file.
The dialog box has the following buttons:
OK Closes the dialog box and opens the Columns dialog box.
Cancel Closes the dialog box without importing the data from the file.
Columns dialog box
Column Name The name of the column in the uploaded file.
Property Name The name of the corresponding column in the table in Acumatica ERP.
The dialog box has the following buttons:
OK Closes the dialog box and import the selected file.
Cancel Closes the dialog box without importing the data from the file.
Shortcut Menu
Right-clicking within the rows of a table opens a shortcut menu. The commands you see in the menu,
which depend on the table you are working with, are mostly duplicates of actions on the table toolbar,
but they offer easier access to them. The unique menu commands are described in the following table.
| Appendix | 121
Shortcut Menu Commands
Option Icon Description
Clear Column Clears the simple filter that you have applied to the selected column.
Filter
Filter by This Filters the data in the table by the value of the selected cell. For details, see
Cell Value To Use Simple Filters.
Footer Section of Table Toolbar

If a particular table has too many details (table rows) to fit on one page, you use the footer to browse
the table pages.
Standard Table Navigation Buttons
Element Icon Description
Go to First Page Displays the first page of the table.
Go to Previous Displays the previous page of the table.

Page
Go to Next Page Displays the next page of the table.
Go to Last Page Displays the last page of the table.
Glossary
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account A General Ledger entity that holds a detailed record of similar

transactions involving a particular item, such as a source of cash
or a recipient of income. supports several account types: Asset,
Liability, Income, and Expense. All of a company's accounts are listed
on its chart of accounts. In Acumatica ERP, accounts are used with
subaccounts, and at system setup, you choose whether account
identifiers should be composed of segments. See also General Ledger,
chart of accounts, subaccount, segment.
account class A user-defined class that is used to group related accounts of the
same type and that can be used in reports and inquiries for convenient
grouping, sorting, and filtering of information associated with accounts.
For example, you can create a class for long-term liabilities and another
for middle-term liabilities.
Accounts Payable (AP) An Acumatica ERP module that provides functionality for efficient
management of your company’s vendors, primarily for goods and
services purchased by your company. See also module, vendor.
| Appendix | 122
Accounts Receivable (AR) An Acumatica ERP module that provides functionality for efficient
management of your company’s customers, primarily for goods and
services sold by your company. See also module, customer.
home page The first page a user sees upon signing in to the web site. By default,
the home page displays the documentation list, but it can be configured
to display the home page dashboard. See also dashboard.
adjustment period A financial period with the same start and end dates (and, thus, a
duration of zero days) that is the last period in the financial year. An
adjustment period can be added only at initial setup. On data entry
forms, an adjustment period is available only when you directly type it
in the Fin. Period box. See also financial period, financial year.
aging period One of a group of time intervals used for sorting a company's open AR
documents by age or its open AP documents by days outstanding. For
example, aging periods may be defined as follows: -999 to 0 days past
due, 1 to 30 days past due, 31 to 60 days past due, and 61 to 91 days
past due.
aggregating value A special value of a segment of a subaccount that indicates the sum of
appropriate budget articles whose subaccounts have other values in this
segment. Aggregating values let you build a hierarchical structure of
budget articles. See also segment, subaccount.
allocation template A group of settings, saved as a whole, used in to help you automate
allocations; allocation templates can be defined using the Allocations
(GL204500) form. You can create an allocation source by using input
masks to specify multiple accounts and subaccounts at once, and
you can set up rules for distributing the source amount over multiple
accounts. See also input mask, account, subaccount.
AP bill A document created for each vendor invoice that includes information
about the vendor, location, and currency used for the transaction. A bill
may contain either line items or one summary line with a tax category
specified. Some taxes are calculated for the entire document, and some
are calculated for each line item, depending on each tax's Calculate On
setting on the Taxes (TX205000) form. See also vendor, location, tax
category, tax.
AP check A payment document created for a vendor. A separate AP check

may be required for each AP document, depending on your selected
configuration options. AP checks should always have zero unapplied
balance; that is, the amount of a check should be exactly the amount of
the bill or bills it pays for. See also vendor.
AP credit adjustment A clearing document created to correct errors on an existing bill, or in

response to a vendor's overdue charges or a debit memo. Posting a
credit adjustment increases the balance of Accounts Payable.
AP debit adjustment An AP document created on the Bills and Adjustments (AP301000) form
for a vendor refund. It may be applied to any bills of the same vendor.
Discounts cannot be taken on debit adjustments. See also vendor.
approval The act of formally giving permission for a document to proceed to the
next step in its workflow. An organization may require documents, such
as purchase orders or expense claims, to be approved by authorized
persons before they may be paid. Also, you can require that wiki
articles be approved before they may be published. In Acumatica ERP,
you can configure approvals by assigning documents to specific persons
| Appendix | 123
for approvals and by giving only authorized persons access to certain

processing forms. See also form.
AR credit memo A clearing document created for damaged goods or a previous

overcharging invoice. A credit memo may have one summary line or
multiple line items. A credit memo may be applied against invoices,
debit memos, and overdue charges. See also overdue charges.
AR debit memo A document that adjusts the amount in one or several previous
undercharging invoices. It doesn't contain a direct reference to any
original invoices; if needed, you can reference the original invoice in
the Description box. Debit memos may be numbered differently from
invoices.
AR invoice An itemized request for payment for goods sold or services rendered.
An invoice includes the customer information, location, currency, and
any reference number in the original customer document. The due date
of the document is calculated based on the credit terms associated
with the customer. An AR invoice may have a single summary line or
multiple line items. For each line, a tax category may be specified. See
also customer, location, credit terms, tax category.
assignment map A structure representing the hierarchy of workgroups involved in

processing or approval. See also approval.
assignment rules A set of rules you can configure—based on the properties of an entity
(such as a lead or case) or a document (such as an expense claim,
sales order, or purchase order)—to enable automatic assignment to
appropriate employees for processing or approval. For the selected
entity type, you facilitate automatic assignment of entities to
workgroups and to particular users by creating an assignment map and
rules based on properties of the entity or document. See also approval,
assignment map.
attribute A custom element that your company can add to forms to keep
additional information about products, leads, customers, inventory
items, and other entities. Attributes—which are used by the Inventory,
Customer Management, and Common Settings modules—allow you to
gather details that are meaningful for your business. See also form,
customer, inventory item, Inventory, module.
attribute class A grouping of your company's leads, opportunities, customers, or cases

by a specific set of attributes. For more information, see Attribute
Classes. See also attribute, attribute class.
authentication The process by which establishes a potential user as valid and grants
access to the system. A user must use a valid user name and password
pair for successful authentication. See also user.
authorization The process by which verifies whether a user has sufficient access
rights to particular forms, elements, and actions. The system makes
this determination for a user who has successfully signed in, based on
the roles assigned to the user and the restriction groups that include
the user as a member. See also user, form, role, restriction group.
auto-reversing batch A batch for which the General Ledger module automatically creates
another batch that reverses debit and credit entries into the next
financial period; the debit entry is reversed as a credit entry and vice
versa. Auto-reversing entries are used to reverse some period-end
adjustments. See also batch, General Ledger, module, financial period.
| Appendix | 124
automation definition A complete set of all automation steps defined for all forms created
using the Automation Definitions (SM205010) form. You can use
definitions created before system upgrades (or before major changes in
automation steps) as backups of various states of automation in your
system. See also automation steps, automation definition.
automation schedule A schedule defined for an processing form to direct the system to
perform specific processing periodically. You can create automation
schedules using the Automation Schedules (SM205020) form. See also
automation schedule
automation steps Steps to be executed for specific records or objects on a particular

form, depending on the record or object properties. Automation steps
allow you to extend the functionality of data entry and processing
forms. You can add new object statuses, associate statuses with certain
actions, and enable or disable actions, depending on object properties.
See also form.
bank account A cash account associated with a specific bank (which in is defined
as a vendor) and with one or more linked clearing accounts. Bank
charges can be configured as entry types associated with the bank
account. Bank accounts generally require periodic reconciliations
to be performed. See also vendor, clearing account, entry type,
reconciliation.
base currency The currency of the environment in which the company generates and
expends cash. A base currency can be the only currency used in the
system or one of multiple currencies used. The base currency is the
default currency for recording transactions, budgets, and other GL
data, and it is used for reporting, income statement, and balance sheet
calculations. For General Ledger accounts denominated to a foreign
currency, maintains the history of transactions and balances in both
the currency of denomination and the base currency. See also General
Ledger, account.
base price A price for an item set with respect to the base unit, expressed in the
base currency and offered to customers of the base price class (those
not associated with any specific price class by default). Base prices can
be defined and maintained directly, following your company's pricing
policy, via the Inventory or Sales Orders module. See also base unit,
base currency, customer, Inventory.
base unit The unit of measure in which a particular item is tracked from the
moment it is received at a warehouse or produced at one of your
facilities until it is picked for shipping. Generally, the base unit is the
smallest unit defined in the system for a particular item. Also, the base
unit is the unit of measure used for calculating item costs. See also
warehouse.
batch A set of related transactions or journal entries that are in the same
currency, refer to the same ledger, and occur in the same financial
period. A batch's debit total and credit total are calculated over all the
transactions. Some batches are generated by the system automatically,
such as those implementing revaluations. Only balanced batches (those
for which the credit total equals the debit total) can be released and
| Appendix | 125
posted to the specified ledger. See also journal entry, financial period,
revaluation
batch control total A user-entered total that is used for batch status validation if it is
enforced in your system—that is, if the Validate Batch Control Totals
on Entry check box on the General Ledger Preferences (GL102000) is
selected. A batch can be saved with the Balanced status only if the user
types into this box a value that is equal to the batch's debit total and
credit total amounts. We recommend that you use batch control total
validation to reduce data input errors. See also batch.
budget article An account-subaccount pair recorded in a budget ledger with a budget

amount. A budget article has subarticles if its subaccount has at least
one aggregating value in any segment. See also account, subaccount,
aggregating value, segment.
business account A set of information about one of your company's vendors or

customers, including its locations, contacts, and payment and shipping
options. Acumatica ERP uses this information, which is specified on data
entry forms, in a variety of modules. Your company also has a business
account to record its own locations, contacts, and shipping settings. See
also vendor, customer, location, module.
cash account A special type of General Ledger account used to record various
monetary transactions in a specific currency. You can specify entry
types and payment methods with which the cash account is associated.
Each cash account is assigned to a specific branch. See also General
Ledger, account, entry type, payment method.
cash-in-transit account An account used for cash that is being moved from one currency to
another. Because cross-rates are not used in Acumatica ERP, currency
conversion is performed via the base currency with the use of the cash-
in-transit account and subaccount. See also account, base currency,
subaccount.
cash discount A deduction from the total payable amount, allowed if the amount owed
is paid within a specified time period on or before a due date. Cash
discounts available for your organization are defined by credit terms
assigned to vendors, and cash discounts available for customers are
defined by credit terms assigned to customers. See also credit terms,
vendor, customer
Cash Management An Acumatica ERP module that manages cash and bank accounts,
cash transactions (including funds transfer), and bank statement
reconciliations. The module is integrated with the Accounts Payable and
Accounts Receivable modules for smooth payment processing. See also
module, cash account, bank account, funds transfer, reconciliation.
chart of accounts A listing of the accounts in the system to which you will record
accounting transactions. The chart of accounts, which you maintain in
Acumatica ERP via the Chart of Accounts (GL202500) form, consists of
balance sheet accounts (assets and liabilities) and income statement
accounts (income and expenses). The chart of accounts should follow
national and industry standards while also reflecting the operations of
your company. See also account.
clearing account A cash account that temporarily holds customer payments included in
a deposit. Once the money is actually deposited to the bank and the
| Appendix | 126
deposit is released, a batch of transactions will be generated to move

the payment amounts from clearing accounts to the bank account and
to record the charges incurred as expenses. See also cash account,
customer, deposit, batch, bank account.
combined subaccount A subaccount that can be combined from multiple involved

subaccounts, based on rules you create, for certain transactions; use
elements with labels such as Combine Subaccount From to set up
such rules. A box for a combined subaccount displays a subaccount
mask, such as ––––.––.–––.––––, in accordance with the segmented
structure of subaccounts defined for your company. For each segment,
you can specify one of the involved subaccounts as the source of
the segment value. See the Combined Subaccounts article for more
information. See also subaccount, combined subaccount.
commission A payment made to a salesperson for goods and services sold.

Commission is calculated once in a commission period based on total
invoice amounts or payments received, depending on your configuration
choice. For each document, calculates the commission amount as
a percentage. For an invoice, the commission may be split among
multiple salespersons.
Common Settings A module used to control global system settings. Some configuration
settings—such as company information, segmented keys, and
numbering sequences—must be provided during initial system setup
and cannot be modified later. Other information, such as credit terms
and logistics settings, can be added at any time. See also module,
segmented key, numbering sequence, credit terms.
consolidation The process of combining separate accounting data into one set of
data by importing data from subsidiaries to the parent company.
Whether your organization is a parent company or a subsidiary of a
larger company, the General Ledger module enables you to prepare
and consolidate the data into one consolidation ledger in the parent
company. See also General Ledger, module.
consolidation data The data imported to the parent company (as GL batches with system-
generated descriptions) to enable consolidation. Consolidation data
prepared by consolidation units is available via the SOAP gateway
as a set of GLConsolRead instances. See also General Ledger, batch,
consolidation.
consolidation mapping The process of matching accounts and subaccounts in a subsidiary

against those of the parent company for consolidation. Mapping of
subaccounts can be performed across subaccount segments. See also
account, subaccount, segment.
credit terms Conditions and stipulations used by vendors in their relations with your
company and by your company in its relations with customers when
any outstanding balance is paid. Credit terms include an installment
option (one payment or multiple installments), a payment schedule,
and terms for cash discount (for only the single-installment option).
Also, credit terms can be used as a schedule for overdue charges. For
more information about setting up credit terms in Acumatica ERP, see
Credit Terms. See also vendor, customer, cash discount, credit terms.
Currency Management An Acumatica ERP module that lets you define multiple currencies,
enabling foreign currency transactions throughout other modules. You
| Appendix | 127
can maintain the lists of currencies, track exchange rate fluctuations,

and perform periodical revaluations. See also module, revaluation.
currency rate The rating of one currency valued against another. You use the
Currency Rates (CM301000) form to enter foreign currencies' exchange
rates and the base currency rates. Rates for each rate type are
specified with respect to the base currency and are recorded to the
database with the type of arithmetic operation required to apply the
rate. Each record contains the rate and the date when it becomes
effective. The rate is used for currency conversions for documents that
have later dates until a new rate is recorded. See also currency rate,
base currency.
customer One of your company’s trade debtors. Acumatica ERP lets you set
up default values for individual customers, customer classes, and
customer documents to help make data entry easier and less error-
prone. When you enter a new invoice for a customer, calculates the
due date, discount date, and amount automatically, based on its credit
terms. Tax settings are by default those of the tax zone associated with
the customer location. See also customer class, credit terms, tax, tax
zone.
customer class A group of settings that provides default values when users create new
customer accounts, thus saving them time. You divide customers into
classes based on the types of goods or services they purchase from
you. For more details, see Customer Defaults and Overrides. See also
customer.
Customer Management An Acumatica ERP module that helps your company set up customer
service based on contracts and effectively track service issues reported
by customers. Also, the module provides tools to help salespeople
generate quality leads, track and analyze sales opportunities, and
manage marketing campaigns by sending personalized emails in bulk.
See also module, customer.
customer price class A group of customers that may be offered special prices because of
their buying habits. All customers of the same customer price class are
charged the same price for the same item, and you can set different
prices for the same item for different customer price classes. See also
customer.
customer statement A complete record of the customer's invoices, debit and credit memos,
payments, prepayments, and overdue charges for a specific period.
A statement includes all new activity for a statement cycle, from the
previous statement date to the current statement date. Any open debit
items from prior periods are included in the statement, grouped by days
outstanding. See also statement cycle, prepayment.
dashboard An interface that organizes and presents key information in a format

that users can interpret easily. A dashboard can be configured for the
home page and for each module web page. System administrators
can design a set of company-specific template dashboards. A user
can modify any of them or create from scratch a set of personalized
dashboards that display information tailored to job and information
needs. For details, see Dashboards. See also user, module, dashboard.
| Appendix | 128
deferral code A code used in Acumatica ERP to configure how revenues and expenses
are recognized. If a line amount in an invoice or a bill should be
recognized over several periods, a deferral code (of the revenue or
expense type, respectively) is assigned to this line.
deferral schedule A number of related transactions automatically generated for the

documents whose lines have deferral codes assigned. See also deferral
code.
Deferred Revenue An Acumatica ERP module that stores definitions of deferral codes,
while allowing you to view and edit deferral schedules generated for AP
and AR documents and recognize parts of deferred amount according to
these schedules. See also module.
deposit 1. An instance of physically placing money in a bank.
2. In Acumatica ERP, an internal document created using the Bank

Deposits (CA305000) form. Batch deposits are used to group
customer payments deposited to the bank in bulk. When you
enter payments intended for such deposits into Acumatica ERP,
they are recorded to special clearing accounts, which temporarily
hold payments drawn from customers' AR accounts. Before you
make a deposit to the bank, you create a deposit in Acumatica
ERP, list the payments and cash to be deposited, and print a
deposit slip. After the money was actually deposited, the deposit
can be corrected to contain only payments accepted by the bank
and released. On the deposit's release, a batch of transactions
will be generated to move the payment amounts from clearing
accounts to the bank account and to record the charges incurred
as expenses.
See also deposit, batch, customer, clearing account, bank account.
discount A means of reducing sales prices. Acumatica ERP allows your company
to configure various types of discounts applicable to sales orders and
intended to attract customers: document-level discounts that are
subtracted from the document total, item-level discounts that apply to
a document line, and flat-price discounts, which are special discounted
prices that depend on the quantities of goods purchased. See also
customer.
entry type A user-defined type of transaction (which can be a cash receipt or

cash disbursement) entered by using the Cash Management module.
Entry types are used to categorize cash transactions. See also Cash
Management, module.
event An activity that has a specific start time and duration. You create
events for all or several users and invite users, leads, contacts, and
customers as attendees. You can send invitation or rescheduling emails
to attendees.
Favorites Links to the forms the particular user accesses most frequently. Any
user can create his or her own list of favorites for personal use.
financial period A part of a financial year defined by its start date and end date. A
financial year can be divided into monthly, bimonthly, quarterly, or
| Appendix | 129
custom-defined periods. For each next new year, generates financial

periods in accordance with initial system settings. We recommend that
you not change financial settings in once transactions have been posted
to any of the periods. See also financial year.
financial year A time interval used for calculating annual financial statements. The
year is defined by its start date, which you determine, and lasts 12
months. For example, the U.S. government's financial year begins on
October 1 of the previous calendar year and ends on September 30
of the year that gives the financial year its number. A financial year
consists of a number of financial periods and may include an additional
adjustment period. See also financial period, adjustment period.
FOB point A destination at which the vendor delivers the goods to be loaded to
the transportation provided by the carrier. The customer covers the
freight and other expenses for the cargo from a FOB (meaning freight
on board) point. See also vendor, customer.
foreign currency The process of restating the account balances in a reporting

translation currency. For accounts denominated to currencies other than the
reporting currency, the balances expressed in the base currency are
recalculated to the reporting currency. For more details, see Overview
of Translations. See also account, base currency.
form A screen in Acumatica ERP that lets you, using various actions and
elements, enter needed data and perform functions that are key to the
capabilities of the module. In most modules, forms are grouped into the
following categories: Data Entry, Processing, Inquiries, Maintenance,
and Setup. See also module.
form toolbar A toolbar present on most forms with data navigation and processing
actions that apply to the entire form. For example, its actions allow you
to cancel or save changes you've made, to insert or delete objects, or
to navigate through the objects created via the form. See also form.
funds transfer A transaction that moves an amount from one cash account to another,
with related service charges. Funds can be transferred between
accounts denominated to different foreign currencies in two steps, using
the cash in transit account for currency conversion to the base currency
and from the base currency. See also cash account, cash-in-transit
account, base currency.
General Ledger (GL) An Acumatica ERP module that serves as the central application where
all financial information is collected for analyzing, summarizing, and
reporting. You use the module to set up your company's financial
structure through the chart of accounts and subaccounts, collect
information through transactions entered by users and imported from
other modules, and prepare data for generating various financial
statements. See also module, chart of accounts, subaccount.
historical rate An exchange rate for the foreign currency with respect to the base
currency that was effective during a certain past period. The General
Ledger module uses historical rates for foreign currency translations
and "past-date" transactions. See also base currency, General Ledger,
module.
| Appendix | 130
inline editor An editing tool you can use to edit a section of a Wiki article or its full
text. The inline editor contains both a text box (which contains the text
of the applicable section) and a Formatting toolbar.
input mask A mask implemented to govern what a user may enter into a box, so
that the required format is used on data entry forms. Masks are used,
for example, for phone numbers, postal codes, and tax registration
IDs. Moreover, input masks can be created using regular expressions to
validate entered values, since the values for some elements must follow
not only input format requirements but also specific rules. For more
details, see Input Validation Options.
integration services The powerful capabilities, provided as part of the Integration module,
that allow you to filter and import data from external sources,
converting it into internal format, and configure data synchronization
between and third-party applications to be performed on schedule.
Also, you can configure data export with conversion to required
formats. See also module.
inventory item A stock or non-stock item defined and tracked in Acumatica ERP. The
record's unique identifier, Inventory ID, as with other identifiers in
Acumatica ERP, can be segmented, with special meaning assigned to
each segment. (The INVENTORY key is used to configure inventory
IDs.) Well-designed inventory IDs can help you sort and group items in
operational and management reports. See also stock item, non-stock
item.
Inventory An Acumatica ERP module that provides real-time access to item

availability data configured in accordance with your company's policies.
The Inventory module lets you maintain a perpetual inventory system
as well as performing physical inventories, which can be performed
as full inventory and by cycles. You can use subitems as an additional
means of tracking special types of inventory items, and you can track
inventory items by either lot or serial numbers and expiration dates.
(See lot serial numbers for more details.) Advanced functionality of
the module includes flexible posting settings, multiple warehouses with
multiple specialized locations, and automatic replenishments. See also
module, subitems, inventory item, lot or serial numbers.
inventory price class A class used to group inventory items by the method of their price
calculation. An inventory price class may include items of one or more
item classes. See also inventory item, item class.
item class A class used to group stock or non-stock items with similar properties
and to provide default settings for new items. See also stock item, non-
stock item.
journal entry A record of debit or credit to any account in General Ledger. Journal
entries (or transactions), which are added in batches, must follow the
generalized double-entry rule: The debits total must be equal to the
credits total through all the entries in a batch. The batch contains the
date, the accounts and subaccounts to be debited, the accounts and
subaccounts to be credited, and the debit or credit amounts for each
transaction. A batch of journal entries can be marked as recurring or
| Appendix | 131
auto-reversing. See also account, General Ledger, batch, subaccount,

auto-reversing batch.
kit An inventory item that consists of other stock or non-stock items as

components and requires assembling (or packaging) to become a
salable good. You enter a kit as a stock or non-stock item using either
the Stock Items (IN202500) or Non-Stock Items (IN202000) form and
select the Is a Kit option. You can specify the kit's components (with
their quantities) using the Kit Specifications (IN209500) form. A kit
may include a number of stock and non-stock components. See also
inventory item, non-stock item, stock item.
landed costs All extra costs—beyond the prices at which the goods are purchased
from vendors—associated with acquiring products and “landing” them
at one of your company's locations. These costs might include customs
duties, handling fees, freight charges, value-added taxes, and other
costs for a particular product. In Acumatica ERP, you can define these
costs via the Landed Cost Codes (PO202000) form. See also vendor,
tax.
location 1. One of multiple places of business for a particular company.

Each location is assigned to a tax zone and, as a business entity,
may have a separate tax registration ID from that of the main
location of the company.
2. A warehouse location.
See also tax zone, warehouse location.
location table The list of a particular warehouse's locations and their properties.
Use the location table to configure your warehouse to fit the logistical
processes established in your company. For each location table,
you can specify whether to include the quantities of stock items
stored at this location in the quantity of available items calculated
for the warehouse, whether to cost the inventory on this location
separately, what inventory operations are allowed for the location,
and what the location's pick priority is. Users can consult this table for
reference when they’re creating receipts, issues, or transfers. See also
warehouse, stock items.
lot or serial numbers Identifying numbers through which you track goods in your inventory.
Serial numbers are used when you need to trace each item of the same
inventory ID, while lot numbers are used to trace items (of the same
ID) that were purchased or produced together and have the same
expiration dates (if applicable). You can segment lot and serial numbers
via the Lot/Serial Classes (IN207000) form. Acumatica ERP supports
the following types of segments for lot/serial numbers: constant, date,
and auto-incrementing. See also segment.
low seasons Time intervals in which the decreasing factors (used to divide the
standard replenishment quantity to get lower replenishment quantities
during low seasons) should be applied to quantities on purchase
orders generated to replenish the stock. Each inventory item may have
multiple low seasons, each with different decreasing factors. See also
inventory item.
| Appendix | 132
main menu A menu, that fits across the top on each page, containing functions that
are not specific to the form or wiki article. The toolbar allows you to
navigate to a Help article for the form (if available), add the form to
Favorites and dashboards, among other capabilities. For details, see
Main Menu. See also form, Favorites, dashboard
module A software component of Acumatica ERP that consists of a variety of

forms. While each module provides specialized functionality, it is tightly
integrated with other modules. See also form.
multi-currency A mode in which Acumatica ERP can function to support multiple

currencies. If you have activated multi-currency support, you can
manage transactions in various foreign currencies, record exchange
rates for multiple rate types as needed, report in a specific foreign
currency, and revalue GL, AP, and AR accounts in the base currency.
The base currency is used for reporting and income statement
calculation. See also base currency, Currency Management, module.
navigation pane A pane, located on the left side of any page, that allows you to select
the form, or article you wish to display in the right pane. The navigation
pane contains the tree structure of a module or wiki, which shows the
hierarchy of its forms or articles and contains links to those items.
When you click a link, the requested form or article opens in the right
pane. See also form, dashboard, module.
negative inventory An option, offered in Acumatica ERP, allowing a negative inventory

balance for an inventory item or a group of items. This can occur
when the inventory issue is made before the necessary quantity of the
item arrives at the warehouse. To calculate the balance of over-issued
inventory items, the most recent historical cost will be used until the
item is received. When the inventory is received, the system will match
the receipt cost with the issue cost, and generate a cost adjustment
for the difference. Appropriate warnings are issued on transactions
that will result in negative inventory balances. See also inventory item,
warehouse.
non-stock item An inventory item that is not stored in a warehouse. Such items can be
of different types: labor, service (such as product assembly, installation,
or personalization), charge, expense, and actual non-stock items, such
as goods used only for drop-shipments. For a non-stock item, you can
specify the following information in Acumatica ERP: base, sales, and
purchase units; conversion coefficients; price and cost information; and
the default GL accounts and subaccounts to be used for transactions
with the items. See also inventory item, warehouse, General Ledger,
account.
notification template An article in the Notification Templates Wiki that is an email template
with variables denoting values in an employee or contact record.
When the email is sent, the system replaces variables with values
from the database record associated with each addressee for email
personalization.
numbering sequence A set of rules the system uses to generate the next unique identifier
when you create a new object of certain type (such as a batch).
provides a number of predefined numbering sequences you can use.
| Appendix | 133
A numbering sequence may have subsequences. If one numbering

sequence is used for multiple object types, all the objects get numbers
according to the order in which they were created, so successive
numbers can be assigned to objects of different types. See also batch.
overdue charges Charges calculated on open Accounts Receivable items that are past
due. Acumatica ERP calculates overdue charges and displays them on
customer statements. You can configure these charges to be compound
charges (charges calculated on charges) or not. Overdue charges are
based on terms that provide a schedule for payment. See also Accounts
Receivable, customer statement.
payment method A way in which customers pay for goods they purchase from your
organization. For each payment method, you can use a number of
predefined elements: define the element names as you want them to
appear on the interface, and set up input validation for these elements
(input masks or regular expressions). Payment methods are based on
the following general means of payment: credit cards, gift certificates,
purchase orders, cash cards, and custom methods. See also customer,
input mask.
PI cycle The physical inventory cycle assigned to the stock item. PI cycles are
used to arrange the items into groups for periodic counting. For more
details on using PI cycles, see Planning for Physical Inventory. See also
stock item.
posting class A group of items in the Inventory module that defines the default
account to be used and the rules for composing the default subaccount
for transactions with the applicable inventory items. Accounts and
subaccounts for transactions can be obtained from the following
sources: inventory item, warehouse, or posting class. See also
combined subaccount, Inventory, module, account, subaccount,
combined subaccount, warehouse, inventory item.
prepayment A document that represents amounts paid in advance for future

purchases. In the Accounts Payable module, a vendor's request for
prepayment is processed as follows: You use the Checks and Payments
(AP302000) form to enter the prepayment. Then the prepayment
is paid in full by an AP check in the same currency as the default
cash account. If the payment method associated with the default
cash account requires printing a check, print it and release the AP
check, which changes its status to Closed and creates a payment
of the Prepayment type with the reference number of the original
prepayment request. After that, you can apply the prepayment to bills
and adjustments. See also Accounts Payable, module.
price list A list of sales prices that is set for goods sold in a specific currency,
offered to customers of a particular customer price class, and specified
with respect to various units of measure available for the items. In
Acumatica ERP, you can maintain multiple price lists. See also sales
price, customer, customer price class.
Purchase Orders An Acumatica ERP module that provides functionality for efficient
management of your company’s supply chain and optimization of the
cost of acquiring materials or services. See also module.
| Appendix | 134
Purchase Requisitions An Acumatica ERP module that allows you to streamline and customize
the process of requesting needed items. You can request goods and
services, approve requests, and prevent cost overruns. See also
module.
reason code A code used to provide additional information regarding transactions

in the system. When you configure a reason code via the Reason
Codes (CS211000) form, you can specify whether this code is used
in the Inventory module and, if so, how it is used. Inventory-related
reason codes allow you to post transactions related to direct inventory
operations (such as receipts, issues, transfers, adjustments, and
physical inventory counts) to specific accounts and assign particular
subaccounts to them to allow for more detailed reporting. See also
reason code, Inventory, module, account, subaccount.
reconciliation The process of matching the cash transactions recorded in Acumatica

ERP against those presented on a bank statement. Theoretically,
the balance of the cash account associated with the bank should
reconcile to the balance of the bank statement, but there may be some
discrepancy between account balances. The goal of reconciliation is
to find discrepancies and determine whether each is due to error or
timing. In Acumatica ERP, you mark documents as cleared as you
receive preliminary information from the bank. Later, when you have
received the bank statement, you reconcile transactions with the bank
statement.
recurring GL transactions GL transactions that repeat regularly. To automate the entering of

recurring transactions, such as depreciation transactions, allows you
to create schedules for them. A schedule defines how many times and
how often specific batches should be repeated. One or several batches
can be assigned to a schedule, but only batches with the Balanced
status can be scheduled. Once a batch is assigned to a schedule, its
status changes to Scheduled. To create schedules, use the Recurring
Transactions (GL203500) form. See also schedule, batch.
replenishment policy Settings that define how automatic replenishment for the inventory
item is initiated, as well as its source, quantity, and time intervals,
including low seasons, during which replenishment is initiated in smaller
quantities. See also inventory item.
restriction group A set of objects (such as users, accounts, and subaccounts) of two
or more types created to, if the group includes users, restrict users'
access to only objects in the same group; if the group doesn't include
users, the restriction group relates its objects in a way that limits their
use. For instance, one restriction group may include two users and a
number of special-use accounts that only these two users can update,
and another restriction group may include several GL expense accounts
and a subaccount that should be used only with these particular
accounts. If a restriction group is defined as inverse, the objects in the
group instead cannot be used with one another. To learn more about
restriction groups, see the Overview of Restriction Groups section in
User Guide.
Retained Earnings A special system-maintained accounts that is of the Liability type

account and must be created before any actual data is entered. The Retained
Earnings account accumulates the company’s net income (or loss)
| Appendix | 135
after the dividends have been paid. Retained earnings are summarized
over the years since the first year of company operations. During
the financial year closing, this account is updated by the amount
accumulated on the YTD Net Income account. See also YTD Net
Income.
revaluation The process of revising the value of AP, AR, or GL accounts that are
maintained in a foreign currency. For more information, see Overview of
Revaluations.
role A set of access rights to certain system objects—such as specific

Wiki articles, forms, form elements, and toolbar actions—to which
you assign users. When you define roles, give only the access rights
necessary to perform typical tasks. Sets of access rights by different
roles should not intersect. We recommend that you assign to a user
several roles rather than creating a more complicated role with the
same privileges as multiple already-defined roles. Acumatica ERP has
several preconfigured roles. For more information about roles, see Role-
Based Security.
Sales Orders An Acumatica ERP module with the functionality required to manage
sales-related activities, such as maintaining multiple price lists,
configuring the system to calculate discounts, entering quotes, fulfilling
sales orders, generating pick lists, creating shipments, and adding
landed costs. See also module.
sales price A price you set for a particular item that you sell in a specific currency,
offer to customers of a particular customer price class, and specify
with respect to an appropriate unit of measure. Sales prices can be
maintained with regard to items' sales units or base units. See also
customer, customer price class, sales unit, base unit.
sales unit The unit of measure in which a particular item is sold to a customer.
See also customer.
schedule A definition in Acumatica ERP of how many times and how often
specific AP batches, AR documents should be generated for recurring
transactions. Once a batch or a document is assigned to a schedule, its
status changes to Scheduled. The system uses the original documents
or batches as templates to generate similar documents or batches with
only transaction dates being changed as dictated by the schedule. See
also batch.
Search text box A text box, located on the top of the navigation pane on any page,
that allows you to perform a quick search in the entities. You can click
the Search icon to open the Search form, which offers more extensive
capabilities to search the wikis, files, or entities in the system. See also
navigation pane.
segment 1. In Acumatica ERP, one of the parts of an identifier of an entity

—such as account, subaccount, inventory item, subitem,
warehouse or location reserved to carry special meaning.
Segments should be populated with values before entities are
created. Segment values are alphanumeric strings of the fixed
length, and one of the segments may be assigned a numbering
sequence. Several input validation options can be used to verify
the segment values when users create new entities of the type.
| Appendix | 136
2. To break the identifier into segments (as described above).
See also account, subaccount, inventory item, location, warehouse.
segmented key A system entity that lets you define the structure of identifiers for
a certain type of object and then serves as a template when a user
creates an identifier for a new object. The current version of Acumatica
ERP provides the following segmented keys: ACCOUNT, for GL
accounts; SUBACCOUNT, for GL subaccounts; BIZACCT, for vendor and
customer accounts in the Accounts Payable and Accounts Receivable
modules; INVENTORY, for inventory items; and SALESPER, for
salesperson accounts. For more detailed information, see Segmented
Identifiers in the Acumatica ERP User Guide. See also General Ledger,
account, subaccount, vendor.
standard cost method A method for inventory item valuation in which standard cost is
calculated outside the system using company-specific policies. With this
method, the currently effective standard costs are assigned to inventory
items on their receipt, issue, adjustment or transfer, regardless of their
actual costs. When items assigned to this method are received at the
warehouses, any differences between the actual and standard costs are
recorded to the specified standard cost variance accounts and posted
to the General Ledger. Standard costs can be updated as often as is
needed. See also inventory item, warehouse.
stock item An inventory item stored and maintained in steady volumes at some
warehouse. For each stock item, Acumatica ERP tracks a basic set of
item properties, such as the item's identifier, description, price, cost,
units of measure, and default warehouse and vendor information.
Stock items can have many additional properties, known as attributes
in Acumatica ERP, that do not affect item processing but may be
important for analyzing the stock movements or item sales. See also
inventory item, attribute.
statement cycle The schedule for customer statements. You can also set up four aging
periods that sort open documents by days past due. You can use the
aging periods to prepare an AR aging schedule at the end of each
month, which you can analyze to identify potential cash flow problems.
Statement cycles can be assigned to customer classes and to individual
customers. See also customer statement, aging period, customer class,
customer.
subaccount A subcategory of the account that carries identifying information;

in Acumatica ERP, you use subaccounts with accounts to virtually
split accounts into smaller, more specific ones. This gives you finer
classification within the account for reporting and internal management
purposes. While account identifiers carry the information about the
account type along with the actual account number, subaccount
identifiers can provide such information as the division, department,
and cost center. Each journal entry is recorded with the appropriate
account and subaccount combination. See the Hierarchy of Accounts
and Subaccounts article for more details. See also account, journal
entry.
subitems Codes that allow further categorization of an inventory items. Subitems

are used in the system if you have otherwise-identical products with
different colors, sizes, or other properties tracked because of their
importance to customers. Thus, under the same inventory ID, there
may be a number of subitems—records about products that share all
| Appendix | 137
settings of the inventory item record but have additional properties

that differ. If your site uses subitems, they should be specified for each
inventory ID related to a stock item. See also inventory item, customer,
stock item.
Management An Acumatica ERP module that lets you define users, roles, and
restriction groups for security management. It also provides site
management, Wiki management, task management, customization
management, and file management capabilities, as well as integration
services. See also module, user, role, restriction group, integration
services.
table An arrangement of similar objects or details, each displayed with the

same number of properties, on many forms. In a details table, each row
represents an object or detail (for example, an account, subaccount,
document line, or journal entry) and its properties; elements specifying
properties are grouped into columns.
table toolbar A toolbar on most forms, located above (and sometimes above and
below) the Details table, that allows you to perform detail-related
actions, including the following: add, edit, or delete details; filter
details; perform custom actions; and rearrange details by changing the
order of values in any column.
task An activity that you have to complete before a due date but that
doesn’t have a specific time or duration. By default, you create tasks
for yourself, but you also can create tasks and assign them to other
employees.
tax A compulsory financial contribution imposed by a government. In

Acumatica ERP, you can configure taxes of the following major
types: Sales, Use, VAT, and Withholding. The definition of each tax
includes the tax rate (used to calculate the tax amount), the method
of calculation, the effective date, and the accounts to which the tax
amounts are posted. Each tax is reported to a specific tax agency and is
paid to or claimed from the agency. See also account, tax agency.
tax agency A tax authority, defined in as a vendor, that requires tax reports to be
filed regularly. For your convenience, you can create a vendor class for
tax agencies (local and federal). Each tax agency requires tax reports to
be filed regularly. See also vendor, vendor class.
tax category A list of taxes associated with a product or a service when it is

purchased or sold. See also Taxes.
Taxes An Acumatica ERP module that stores definitions of taxes, tax

categories, and tax zones that are used across Acumatica ERP for
automatic tax calculation for every document and transaction. See also
module, Taxes, tax category, tax zone.
tax reporting group An entity used to accrue taxable amounts and tax amounts charged on
GL, AP, and AR transactions for tax reporting purposes. For example,
a VAT requires two groups (input and output): one for tax amounts
charged on sales, and another for tax amounts charged on purchases.
A sales tax requires one output group for taxes on sales. Tax reporting
groups are used to calculate the report lines for a report to a tax
authority. For more information, see Tax Report Configuration in the
Acumatica ERP User Guide.
| Appendix | 138
tax report lines Lines configured for a tax agency as a combination of output and input
reporting groups for various taxes associated with the same tax agency.
See also tax agency, Taxes.
tax zone An area or tax jurisdiction where the same taxes are enforced. In
Acumatica ERP, a tax zone includes a list of taxes to be applied to a
customer's invoice or a vendor's bill depending on the location. Tax
zones are used in other modules, such as General Ledger, Accounts
Payable and Accounts Receivable.
user A person who uses the ERP system. Once a user has been
authenticated, the system checks the user's membership in roles. Users
can view only the forms, articles, and elements authorized by their
roles, and can perform only the actions permitted by these roles. Users
may be members of restriction groups, which let them access specific
entities included in the groups. See also role, form, restriction group.
vendor One of your company’s trade creditors. For ease of use, you can set
up default values for vendor classes, individual vendors, and vendor
documents. When users enter new bills, they must specify a vendor for
each bill. Once they choose the vendor, certain elements on the form
will be automatically populated with the vendor’s default values. The
due date and available discount are calculated automatically, based on
the vendor’s credit terms. See also vendor class, credit terms.
vendor class A group of settings that provides default values when users create
new vendor accounts. Divide vendors into classes based on the types
of goods they sell or services they provide. For details, see Vendor
Defaults and Overrides. See also vendor.
warehouse A place where goods are stored. A warehouse in Acumatica ERP does
not necessarily represent one physical building where your inventory
is stocked; you can divide a large physical storage space into several
areas and define each as a warehouse in Acumatica ERP. A warehouse
can even be virtual: For example, all goods that are on the way to you
from the supplier can be considered as located in the virtual goods-in-
transit warehouse.
warehouse location An actual or virtual place in a warehouse that can be used to receive,
store, or issue specific goods or all goods. Each warehouse can
include several locations. Warehouse location IDs are defined with the
INLOCATION segmented key. See also warehouse.
wiki article An entity that consists of digital content on a particular topic and, along
with other articles, makes up a wiki. Articles can be organized in folders
in ways that best fit your needs.
wiki editor The form, invoked when you click Edit for an open wiki article, that lets
you edit both the article text and its properties.
wiki markup 1. The syntax used to create wiki articles. Using wiki markup, you
can create articles, add headings, tables of contents, hint boxes,
and warning boxes.
| Appendix | 139
2. A mode in which you can edit wiki articles, which lets you view
the wiki markup.
Wiki toolbar A toolbar, appearing below the main menu when you open a wiki article,
that provides a variety of actions you can use as you browse the wiki
and work with articles. These actions include creating a new article,
moving to the previous or next article in the wiki tree, and printing or
deleting the current article.
YTD (Year-to-Date) Net A special account, automatically maintained by the system, that records
Income account the net income (the difference between the amounts posted on income
and expense GL accounts) accumulated since the beginning of the
financial year. This difference is updated by every transaction posted.
During closing of the financial year, the balance of the YTD Net Income
account is transferred to the Retained Earnings Account and is reset
to zero for a new financial year. The YTD Net Income account should
be of the Liability type and must be created before any actual data is
entered. See also account, financial year.

AcumaticaERP 2017R2 EquipmentManagement

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AcumaticaERP 2017R2 EquipmentManagement

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EQUIPMENT MANAGEMENT

Overview of Equipment Management Processes.......................................... 5

Configuring Equipment Management............................................................8

Managing Service Templates........................................................................9

Processing Service Contracts..................................................................... 38

To Generate Service Orders or Appointments.................................................................... 45

Equipment Management Use Cases............................................................ 47

Equipment Management Form Reference................................................... 69

Equipment Management Reports..............................................................106

©2018 Acumatica, Inc.

11235 SE 6th, Suite 140

Software Version: 2017 R2

Overview of Equipment Management Processes

Integrating the Equipment Management Module with Other Modules

• Generating documents in the Accounts Receivable or Accounts Payable module

• Generating documents in the Sales Order module

Figure: Document flow from Equipment Management

Managing and Tracking Equipment

For details, see Managing Equipment.

Processing Service Contracts

• Managing service templates, as described in Managing Service Templates

• Managing manufacturers, as described in Manufacturers

Configuring Equipment Management

Prerequisites and Dependencies

Managing Service Templates

• Service Templates • To Create a Service Template

Creating a Service Template

Adding Service Templates to a Schedule

To Create a Service Template

Before You Proceed

To Create a Service Template

2. On the form toolbar, click Add New Record.

4. In the Description box, enter a brief description of the service template.

a. On the table toolbar, click Add Row.

b. In the Service ID column, select the service you want to add.

a. On the table toolbar, click Add Row.

• Manufacturers • To Add a Manufacturer

• To Add a Manufacturer Model

Adding Manufacturer Models

Assigning a Manufacturer and Model to Equipment

2. On the form toolbar, click Add New Record.

3. In the Manufacturer ID box, type the identifier of the manufacturer.

4. In the Description box, type a brief description of the manufacturer.

d. In the Web box, specify the main contact's website address.

a. In the Address Line 1 box, specify the manufacturer's address.

c. In the City box, specify the manufacturer's city.

d. In the Country box, specify the manufacturer's country.

e. In the State box, specify the manufacturer's state.

f. In the Postal Code box, specify the manufacturer's postal code.

To Add a Manufacturer Model

Before You Proceed

To Add a Manufacturer Model

2. On the form toolbar, click Add Row.

4. In the Model ID box, type the identifier of the manufacturer model.

5. In the Description box, type a brief description of the manufacturer model.

• Equipment Types • To Add an Equipment Type

• Resource Equipment • To Add Equipment

• Target Equipment • To Create an Item Class for Components

• Model Equipment • To Create an Item Class for Consumable

• To Add Model Equipment

• To Create Equipment for Sold Items

• To Add a Model Equipment Sale to a Service

• To Add a Sale of Optional Components to a