[EM] Location Transfer

Use the EM Location Transfer form to record job transfers and location transfers on a single piece of equipment.

When entering a transfer, you can specify the company, job, and/or location to which you are transferring the equipment, as well as the date and time of transfer. Because you have the option to enter transfer times, you can track multiple transfers of a piece of equipment for each date. It is strongly suggested that you enter transfer times if you are using the EM Automatic Usage feature to process automatic usage posting, since the system will automatically charge equipment usage to jobs based on the length of time the equipment is located on the job.

If the equipment to transfer has attachments, the attachments are automatically transferred with the equipment. In the EM Location Transfer form, you can manage the transfer of attachments by adding new attachments, editing attachments, or deleting existing attachments.

Each time you transfer a piece of equipment, the system saves a history record to a table that tracks all movement of the equipment. A record is also saved for the transfer of each attachment. When you need a piece of equipment for a given category, you can run a report to show the current location of the equipment. This is important for the completion of work orders, as the location of the equipment is essential when standard maintenance is required on a piece of equipment. The system also updates the current job and location fields in the equipment record (EM Equipment), which is important if you are using the ‘Restrict Usage to Current Job’ option in EM Categories. Current job and location information must be kept up to date to enable usage posting.

You will use the EM Location Transfer form to transfer a single piece of equipment from one job or location to another.

To transfer a single piece of equipment:

1. Open the EM Location Transfer form.
2. In the Equipment field, enter the equipment number to transfer or press F4 to select from a list of equipment. The form displays information from the last recorded transfer for the specified piece of equipment (i.e. the equipment's current location).
3. In the Sequence field, do one of the following:
   • If you are adding a new transfer, enter N, n, or + for the system to assign the next sequential number.
   • If you are editing an existing transfer, enter the sequence number of the transfer to edit.
4. In the JC Co field, enter the JC company number for the job you are transferring the equipment to or press F4 to select from a list of JC companies. If you are transferring the equipment to a non-job location, you should leave this field blank.
5. In the Job field, enter the job you are transferring equipment to or press F4 to select from a list of JC jobs. If you are transferring the equipment to a non-job location, you should leave this field blank.
6. In the Location field, enter the location you are transferring the equipment to or press F4 to select from a list of EM locations. If you are transferring the equipment to a job, you should leave this field blank.
7. In the Date field, enter the date of the equipment transfer or select the date from the calendar.
8. In the Time field, enter the time of the equipment transfer in 24-hour format (00:00 - 23:59).

Important: If you use the EM Automatic Usage form, you should specify the time for each equipment transfer. The automatic usage process uses the date and time of each transfer when billing for usage.

9. In the Estimate Out Date field, enter the date you estimate this equipment will be transferred from the new location or select the date from the calendar.

Important: If you checked the Use Est Out Date box for a category or piece of equipment on the auto usage posting template, and you transfer the equipment to a job that uses that template, entry is required in the Estimate Out Date field for revenue to be calculated properly.

10. In the Memo field, enter a memo related to the equipment transfer.
11. In the Attachments tab, add, edit, or delete attachments as necessary. 
12. Save the record.

Transferring Multiple Pieces of Equipment to a Job/Location

Use the EM Mass Location Transfer form for mass transfers of equipment from one job/location to another.

For example, if a trailer returns with all the tools used on a job, you can use this form to transfer the trailer and tools with a single entry. If the equipment to transfer has attachments, the system automatically transfers the attachments as well. 

When entering a mass transfer, you select the equipment to transfer based on search criteria and then specify the new job/location for the equipment and the date and time of the transfer. While the transfer time is optional, it is recommended that you enter the time if you are using the EM Automatic Usage feature to process automatic usage posting. The system automatically charges equipment usage to jobs based on the length of time the equipment is located on the job. 

Important: If you are using both ‘auto usage’ and ‘manual usage’ functionality on the same piece of equipment, you should use the EM Location Transfers form.

Once you initiate the transfer process, the system automatically updates the current job and location fields in the equipment records, which is important if you are using the Restrict Usage to Current Job option in EM Categories. Current job and location information must be kept up to date to enable usage posting. In addition, the system creates transfer records in EM Location Transfer; this allows you to edit the transactions if necessary.