[EM] New Equipment Set Up

SETTING UP NEW EQUIPMENT IN THE EM MODULE

1.  Go to EM/Programs/EM Categories:

If the company is a copy of the template company, these will already by in the system. 

2.  Your next step is to go to EM > Programs > EM Equipment.  
3. Type the Equipment Code in the box (for help with determining the Equipment code go here)

You may want to set up pieces of equipment for tracking reasons only even if the piece of equipment is under the $2500 threshold to be depreciated.  

The more information that you can enter here, the better.  

1. Description, VIN#. Model, Make, and Year. This can help later when you're trying to make sure you have needed documentation.

2. Category & Department, this will break it out. Your catergory should match the first two digits of your Equipment Number ex: 1001 should be 10.

3. Usage Cost Type: 4 is Equipment

4. The JC Job and Date of Last Usage will automatically fill in the first time the equipment is used.  

Add Asset for Simple SL depreciation is not working.  IGNORE.  Make sure you use the correct department so that the depreciation will be posted to the correct accounts.  

We do not check the "Check for usage transactions that may be affected by equipment location transfer entries".  The only time this will be checked is if we have companies who manually move their equipment in Vista.  

Manual usage only is only checked when use will not be posted through payroll.  If the equipment usage will be posted through payroll, you want to check the show in Keystyle.  (In most cases, this means component parts, small tools and office equipment will not have this checked). 

 If this is an implementation from CE then we will complete the CE Asset #.  If not, this box can be left empty or used for the asset number from the CPA's depreciation schedule.

3.  Move through the tabs.  At this point, we don't have anyone that we need to complete anything on the add'l info tab.  

4.  Revenue Rates.

This is the rate that the company wants charged to jobs for this piece of equipment.

If this is already set up at the category level, you don't have to set it up here.

If it is set up at the category level, you can still override it to a different rate.

The Work Units with Usage only applies when revenue codes are being used for haul charges. I don't think we have anyone using this.

You should check Update Hour Meter for any piece of equipment that has an hour meter (large equipment).

You will want to make sure that this is set up so that when you enter time in the employee portal the foreman on the job can make sure that equipment is charged for accurate tracking.

5.  Ownership Info:

The more completed information the better. You do not enter a sold date until it is sold. Be sure to check the Capitalized box if the purchase amount is over the $2500 threshold for depreciation.

6.  Comp/Attach:

The only time you will use this is if you purchase a part for a piece of equipment after purchasing the equipment that is over the $2500 threshold.  

If you buy a pickup and then later buy a canopy this tab will be used.  

You will set up a new Equipment Code and then enter here what piece of equipment it belongs to. Post Revenue to Components

In rare cases, such as where you purchase a expensive laser that is detachable, you may post to revenue, but if that is the case, this component must be set up in the employee portal for timecard entry.

Check Post Costs to Components.

7.  The rest of the tabs either aren't used or are being used by the mechanic at the company.

8.  Your next step is to set up depreciation at EM Assets which is another article.

Click HERE to be sent to [EM] Equipment Setting Up Depreciation