Unit Main

The Unit Main frame allows you to add new units and receive them into your fleet. You can create a new unit or receive them into inventory as the last step in the unit request process. You can use this frame to manage information about the assets throughout their life cycle.

How to:

Create a new unit

Enter a new Unit number.
Note: The unit number must be unique (for example, not a component number). Limited to 30 characters. System flag 1000 determines how new unit numbers are entered or generated.
Enter a Description of the new unit. Limited to 75 characters.
If applicable, enter the Alternate Unit No. Limited to 30 characters.

Modify a unit

Enter the Unit number or select from the Unit List.
Make changes to the fields, as applicable.
Select Save to update the unit record.

Delete a unit

Enter the Unit number or select from the Unit List.

Select the unit number field.
Select Delete. A popup displays asking if you are sure you want to delete the unit.
Select Delete to confirm the action.
Select Save.

Notes

You can only delete a unit when it is not used on other tables in the system.
For units no longer in your fleet or will be removed from the fleet, see the Unit Disposal frame for information about managing your vehicle retirement and sale process.

Asset/Codes tab

Year/Manufacturer/Make/Model

Read-only fields. Displays the year, manufacturer, make, and model of the unit associated with a Tech Spec number.

Unit Codes

Serial Number	System flags 1055 and 1056 determine if the field is required and if the value must be unique.
MCC	Maintenance Class Code of the unit created and maintained on the MCC Main frame. This groups units together with the same meter types, expected usage, seasonality, and PM schedule. This field is mandatory on new units when system flag 5502 is Y.
Activity	The type of activity the unit performs in the fleet (for example, snow removal or emergency services). Created and maintained on the Activity Codes frame.
Tech Spec Number	Groups units together with the same year, manufacturer, make, and model. Created and maintained on the Tech Spec Main frame.
Gross Vehicle Weight	Read-only field. Displays the weight of the vehicle.
Asset Category	Displays based on the value in the Tech Spec Number field. The codes are assigned to tech specs and define the budget amounts, life cycle, and depreciation terms of the unit. Created and maintained on the Category Main frame.
Asset Class	Automatically populates based on the value in the Tech Spec Number field. This value is the highest level of classification for units (for example, a sedan or truck). The value is entered on the Category Main frame. Created and maintained on the Asset Class Codes frame.
Asset Type	Allows you to categorize assets into various groups (for example, units, tools, or machinery). Created and maintained on the Unit Asset Types frame.
Equipment Type	Allows a secondary classification within the asset type associated with a specific SKU. For example, tools can be broken down into torque or generator equipment types. Created and maintained on the Equipment Types/SKU frame.
SKU	Displays as read-only when the equipment type is entered.
License Class Code	The driver license class code.
License Class Code Description	Description of the driver license class code.
Retrofitted Y/N (checkbox)	A item has been retrofitted (for example, an exhaust system). Select the checkbox to unlock the Retrofitted Description field.
Retrofitted Description	Free-form field. Enter a description of what was retrofitted (for example, an exhaust system). Limited to 150 characters.
Billing	Indicates how the unit is billed. The description, Type, Effective Date, and Rental Rate fields display as read-only. Created and maintained on the Billing Codes frame.
High Priority (checkbox)	Select the checkbox to designate high priority units.
Passive GPS (checkbox)	Used with a licensed module. Select the checkbox to check the amount of vehicle licenses available for the module. Displays if your organization has the license for the module.
Driver Behavior (checkbox)	Used with a licensed module. Select the checkbox to check the amount of vehicle licenses available for the module. Displays if your organization has the license for the module.
Calibration Date	Date the equipment was calibrated.
Calibration Expires	Date the equipment needs to be re-calibrated.
Condition Code	User-defined codes that describe the equipment condition. Created and maintained on the Equipment Conditions frame.
Employee Owned (checkbox)	Select the checkbox to indicate the employee owns a piece of equipment (for example, a technician owns a tool box and tools).
Employee Number	Number of the employee who owns the equipment.
Check In/Out Status	Check In indicates the equipment was returned. Check Out indicates the equipment was issued.
Check In/Out Date	Check In indicates the equipment return date. Check Out indicates the equipment issue date.

Attachment

Serial Number	Serial number information of an attachment associated to a single unit.
Tech Spec Number	The attachment tech spec number.

Last Physical Inventory

Unit Condition	Value of zero through nine. Used in replacement modeling calculations.
Last Inventory Date	The last date the unit was counted for a physical inventory and the condition was determined.
Last Verified By	Name of the person who verified the last count.

Latest Transaction Dates

Meter Date	Read-only field. Date of the last meter entry. The field is blank when creating a new unit.
Work Order Date	Read-only field. Date of the last work order. The field is blank when creating a new unit.
Fuel Issue Date	Read-only field. Date of the last fuel issue to the unit. The field is blank when creating a new unit.

Choose File

Allows you to attach a file.

Dept/Locations tab

Department Information

Department information is used for reporting and billing purposes. Departments are setup and maintained on the Department Main frame. The effective dates display when you save the new unit record.

Customer	The customer code and description. Used to support specific customer commercialization functionality.
Owning	The department which owns the vehicle. Must be a valid department on Department Main.
Effective Date	Effective date the unit is transferred between departments.
Using	The department which uses the vehicle. Must be a valid department on Department Main.
Effective Date	Effective date the unit is transferred between departments.

Unit Locations

Locations are setup and maintained on the Location Main frame. System flag settings determine location field values and the required fields.

Parking	Location of where the unit is parked. Used for reporting.
Maintenance	Location where the unit is maintained for service. Used for reporting and forecasting.
Fueling	Fueling location for the unit. Used for reporting.
Delivery	Location where the unit is delivered after purchase. User for reporting.
Current	Current location of the unit.
Bin No	Bin location of the unit. Used for inventory purposes.

Operator

Operator	Assigned operator of the unit. Refer to system flags 2010 and 5505.
Name	Name of the operator.
Phone	Operator phone number.
Additional Operator Information	See system flag 2010. Displays Operator, Name, and Phone fields.

Motor Pool

Share Pool (checkbox)	Select the checkbox to flag units that do not have a motor pool billing code type.
Motor Pool Class	Rental class of the unit. Rental classes are created and maintained on the Motor Pool Rental Class frame.
Motor Pool Location	Motor pool location for the unit. Must be a valid location on Location Main with the motor pool designation.

Class tab

Shift

Shift Code	The time the unit is expected to be in operation. Used for operational downtime measurement and scheduling forecasted work. You can enter up five shift codes.
Description	Read-only field. Description displays based on the shift code.

User Class Codes

User defined codes setup and maintained on the User Class Codes frame. System flags 1181-1185 determine if the fields are mandatory or new units.

You can enter up to five Class codes. The description displays as read-only based on the user class code.

Operational Class

Indicates a grouping of units by how they are used. Operational class is used within the unit availability module to assure that enough of a given type of vehicle is available for the end user at any given time of day. Codes are setup and maintained on the Operational Class Codes frame. The Spare checkbox indicates if there is a spare unit available.

Meter/Accounting tab

Primary and Secondary Meter Information

This information displays as read-only. The meter types are determined by the MCC entered for the new unit. As meter readings are entered in the system, the Reading, Date, and LTD Usage fields update with the information.

Acquisition Meter Information

Primary Meter	Primary meter reading at the time of acquisition.
Secondary Meter	Secondary meter reading at the time of acquisition.
Acquisition Date	Acquired date of the unit. The unit status updates to Inactive. This is a required field.
Arrival Date	Date of the physical arrival at the delivery location.

In-Service Meter Information

You can enter In-Service Meter Information at the time of creation or later on when the unit is ready to be placed into service. The in-service date and meter readings calculate when a whole unit warranty expires.

Primary Meter	Primary meter reading when the unit is placed into service.
Secondary Meter	Secondary meter reading when the unit is placed into service.
In-Service Date	Date the unit is placed into service. The unit status updates to Active.

Basic Account Information

Requisition Number	Requisition number used to purchase the unit. Displays if using the unit request process.
Manufacture Date	Date the unit was manufactured. The date displays or you can manually enter the date.
Markup Scheme	Markup scheme can be applied to the unit or applied to charges on work orders or part issues. Created and maintained on the Markup Scheme frame.
PO Number	Purchase order number used to purchase the unit. Displays if using the unit request process.
Total Purchase Price	Purchase price displays if a PO exists for the unit purchase or you can manually enter the purchase price.
Tax Exemption (checkbox)	Select the checkbox to flag if the unit is exempt from all taxes.
LTD Maint Cost	Read-only. Total updates throughout the life of a vehicle as it accrues maintenance costs.
FTD Maint Cost	Read-only. Total updates over the course of the fiscal year as it accrues maintenance costs.

License/Notes tab

System flag 2015 determines if you can enter license information on the Unit Main frame. If the system flag value is Y, you must enter license information on the License/Permit Admin frame. Units can have multiple licenses or permits assigned to the unit record.

License/Permit Information

License	The license number of an existing license. You can create a new license on this frame.
Expiration Date	Date the license or permit expires. This field is required when system flag 5085 is Y.
State	State where the license is valid or issued.
Country	Country where the license is valid or issued.
Weight	Weight restriction or requirement associated with the license or permit type.
Fee	Fees associated with the license or permit.
Type	Type of license or permit (for example, city parking permit). You must create the type codes on the License/Permit Types frame.
Description	Description of the license or permit type. The field displays when you enter a value in the Type field.

Title/Asset

Title Number	Number of the title on the unit.
Asset Number	A separate number that identifies the equipment (for example, tag from an external asset tracking accounting system).

VED Information

VED Information is customer specific for managing vehicle taxation.

'O' Licence

Displays Licence No, Operating Center, Traffic Area, and Unit Disc Status fields.

Notes

Unit Notes	Free-form field for additional notes and information about the unit.
Unit WO Notes	The note information you enter prints on each work order for the unit, if the location at which the work order is opened has the Included Unit, Tech Spec, and Using Dept WO Notes on Work Order checkbox selected on the Maintenance tab of Location Main.
Customer Notes	Customer specific notes and information.

GPS Location tab

Displays interfaced data about the unit from an external GPS system that tracks the unit’s location.

Screen Designer

Telematics

This is a licensed product. Displays only when the Telematics control is added to the Unit Main frame.

Telematics	Select checkbox to use telematics data.
Use telematics cloud meter when fueling	Select checkbox to pull the meter reading EV charge transactions from the telematics cloud.
Telematics Data Source	Indicates a vendor integrated in the Telematics Cloud or that is supported by the data science provider.
Protocol	Indicates the valid Telematics Service provider communication protocol.
Data Science Provider	Identifies assets enrolled in the Predictive program and controls which assets and history are sent to the data science provider.
Data Group	Free-form field that allows you to assign assets to groups in the data science provider application. Limited to 100 characters.
Keyless Reservations	Select the checkbox to indicate a keyless device is installed in the vehicle.
Keyless Provider	Displays existing providers.

Work Order List Control

The WO Reason and Description fields now display when you add the Work Order List control to the Unit Main frame. The Work Order List i-frame displays on the Unit Main frame within the Dept/Locations tab.

The values that populate are the same as the Reason field on the Visit Information control on Work Order Main frame.

Note: The Reason field also displays on the Work Order Information control.

System Flags

Flag No.	Description	Notes
1000	Allow M5 to automatically create New Unit Numbers? (Y/N/A)	If the Auto System Unit Number Creation flag is set to "Y", the system automatically generates a new unit number after you save on the Unit Main frame. If the flag is set to "N", you must manually enter a new unit number in the Unit Number field. If the flag is set to "A", the system automatically generates a new unit number or you can manually enter a new unit number in the Unit Number field.
1023	Maint. Loc mandatory on new unit?	If this flag is set to "Y", you are required to enter a maintenance location in the Unit Main frame when adding unit information.
1050	Prompt for Purchase Order on New Unit?	If the flag is set to "Y", the user cannot save the unit without a valid M5 PO on the Unit Main frame. If set to "N", the user is not required to enter a PO. If the user does not enter a purchase order and the unit is in an I or A status, the number cannot be added later.
1055	Serial number required?	If the Serial number mandatory on new unit flag is set to "Y", you can not leave the Serial number field on the Unit Main frame blank when adding unit information.
1056	Serial number unique?	If the Serial number unique flag is set to "Y", you must enter a unique serial number in the Serial number field on the Unit Main frame. The serial number could not have been used by another unit, even if that unit was sold. Module Flag 5175 will allow users to set up a default Serial Number. ONLY this value will be allowed to be duplicated.
1181	Make class1 mandatory on units?	If any of the Make class n mandatory on units flags is set to "Y", you must enter the mandatory user class code in the User Class Code pop up, which can be accessed from the Unit Main frame. There are 5 classes available for the user to define.
1182	Make class2 mandatory on units?	If the Make class2 mandatory on units (1182) flag is set to "Y", you must enter the mandatory user class code in the User Class Code pop up, which can be accessed from the Unit Main frame.
1183	Make class3 mandatory on units?	If the Make class3 mandatory on units (1183) flag is set to "Y", you must enter the mandatory user class code in the User Class Code pop up, which can be accessed from the Unit Main frame.
1184	Make class4 mandatory on units?	If the Make class4 mandatory on units (1184) flag is set to "Y", you must enter the mandatory user class code in the User Class Code pop up, which can be accessed from the Unit Main frame.
1185	Make class5 mandatory on units?	If the Make class5 mandatory on units (1185) flag is set to "Y", you must enter the mandatory user class code in the User Class Code pop up, which can be accessed from the Unit Main frame.
1199	Disallow all date validation on Unit Main Dates (Acq., Arr., In-Srv.)?	When this flag is set to Y, System Flag 5458 will be ignored and there is no date validation on the Unit Main frame(s). Users can enter any Acquisition, Arrival, or In-Service date they like without regard to which date comes first/last, etc. In Service Date can be in the future. When this flag is set to N, all dates must be equal to, or greater than, the dates in the previous steps to Unit Acquisition. Examples of valid date entries when this flag is set to N are: Acquisi Date: 01/01/2000 Arrival Date: 01/01/2000 In-Serv Date: 01/01/2000 (All dates are the same.) or Acquisi Date: 01/01/2000 Arrival Date: 01/02/2000 (date is later than Acquisition Date) In-Serv Date: 01/02/2000 (date is equal to the Arrival Date) or Acquisi Date: 01/01/2000 Arrival Date: 01/02/2000 (date is later than Acquisition Date) In-Serv Date: 01/03/2000 (date is later than the Arrival Date) NOTE: The only change to the behavior expected with regard to this flag being set to N would be if 5458 is set to Y at the same time. Please see System Flag notes for System Flag 5458 for further information.
2008	Enforce Parking location?	If this flag is set to "Y", then the Parking Maint. Loc. field is mandatory on LOCATION MAIN when entering a new parking location. This associated parking maintenance location will automatically filter down to any units at this parking location and the maintenance location will be greyed out on UNIT MAIN. Furthermore, when entering a parking location for a unit the system will default the owning department of the parking location as the owning department of the unit. If set to "N", then the user will be required to enter the Maintenance Location for all units in UNIT MAIN. If entered, the parking maintenance location will be ignored.
2010	Validate User/Operator as a valid Employee ID	Validate User/Operator as a valid employee? This flag requires that a operator of a unit be designated as such in the Employee Main frame of M5. The default for this is "N".
2015	Use the LICENSE PERMIT ADMIN frame exclusively to maintain unit licenses?	If this flag is checked to "Y", then all unit license and permit information must be added via the License and Permit Main frame rather than the Unit Main frame.
2019	Default billing code for new units and departments	Sets the default billing code when creating new units on Unit Main and Department Main.
2128	Unit Availability is maintained for Non-Revenue Units? (Y/N)	Setting this flag to "Y" enables Unit Availability and Operational Class to be maintained for Non-Revenue Units.
5007	Default country code	The default country code is "1" for the U.S. Valid codes are in the System State/Country Code frame.
5010	Client Prefix Code	This system flag sets the Client Prefix Code, usually set by AssetWorks.
5085	Require license expiration date (Y/N)?	Setting this flag to "Y" will require license expiration date from unit main.
5092	Is Manufacture date editable (Y/N)?	If the mod flag is Y, user can edit the manufacture date. If mod flag is N, the manufacture date defaults to the acquisition date when user tabs out of the acquisition date, and becomes read only. If in case the flag was Y, the user entered manufacture date and now the flag is N, the acquisition date and manufacture date will be different.
5108	Require associated Tech Spec number change from work order? (E, N)	This system flag will control the behavior of the application when completing a work order where a Tech Spec association exists. It will also control if package sell is allowed. Setting the flag to the default value of "N" (No) will cause the application to function as it currently does. Associations will not be maintained when the work order is completed; when set to "E" (Enforce), the user will be forced to change the association on a unit when the work order is completed and a job is assigned to the work order that will prompt the user to change the given association when the work order is completed. When this setting also requires all components to be assigned a tech spec number. When set to N, packages sell is not allowed, otherwise, it is allowed.
5137	Require/Validate Bin Number on Unit Main?	This flag will control whether a bin number on Unit Main is required/validated: N - Bin Number is not required/validated; will allow the Bin Number to be free form up to 30 characters; Y - Bin Number is not required but will be validated against a part bin and is limited to 6 characters if entered; R - Bin Number is required but will not be validated; V - Bin Number is required/validated.
5169	Requiring new unit request processing? (Y/N).	If this flag is "N", a new unit can be created per standard M5 functionality. If this flag is "Y", a unit can only be created via a unit request process.
5172	Lock Inventory Asset fields on Unit Main? (Y/N).	Setting the value of this flag to "Y" will lock the Parking Location, Bin, Condition, Last Verified By and Last Inventory Date fields on the Unit Main screen. This flag is useful for controlling entries in the Inventory Asset History table since Inventory Asset updates from Unit Main are not recorded in the Inventory Asset History table. Only entries entered via the Inventory Asset History screen will be recorded in the Inventory Asset History table. A value setting of "N" will allow users to change inventory asset information on both Unit Main and Inventory Asset History which could cause inconsistencies in the inventory data.
5175	Default Unit Serial Number	This setting will allow a Unit Serial Number to be duplicated to the User Value supplied. ONLY this value can be duplicated on the Unit Main screen when the Module Flag 1056 (Serial Number unique) is set to "Y".
5187	Display warning message when operator is blank on Unit Main page?	Setting this flag to "Y" will display a message on the Unit Main page that warns the user that the operator is blank.
5266	The minimum and maximum length for unit serial number	This flag value will specify the minimum and maximum values for the length of a unit serial number. The minimum and maximum values will be delimited by a colon. For example: if the flag value is set to 5:17 - the length of a serial number must be greater than 5 and less than 17. If the value is set to a single number (e.g. 17) then the minimum value does not matter but the maximum value is 17. If the flag value is null, no validation will be performed.
5285	Make In-Service Date Mandatory (Y/N)	When this flag is set to "Y", the in-service date will be mandatory on Unit Main when entering new units.
5286	Require Meters to be Entered (Y/N)	When this flag is set to "Y", the acquisition meter(s) will require entry on Unit Main when adding a new unit. If system flag 5285 is set to "Y", the in-service meter(s) will also require entry. Currently, if no value(s) are entered, the system will default 0. This flag will force the user to enter value(s) taking into consideration the MCC code assigned to the unit.
5298	Allow M5 to automatically create Alternate Unit Numbers? (Y/N)	Setting this system flag to "Y" will make the alternate unit number field read-only and automatically generate a new number when creating units. Setting this system flag to "N" will preserve existing behavior allowing the user to defined the alternate unit number.
5319	Require Parking Location on Unit Main? (Y/N)	Setting this system flag to "Y" will make the parking location a required field on Unit Main.
5357	Display License Description on Unit Main and License Renewal Y/N	If the flag is set to "Y", the Description field on License/Notes tab of Unit Main screen will be displaying the license description. Same is the Description field on License Renewal screen. If the flag is set to "N", the Description field on Unit Main screen License/Notes tab and the Description field on License Renewal screen will be displaying license type description.
5368	Allow Duplicate Unit Title Number	If Y then can enter duplicate Unit Title Numbers on Unit Main
5458	Allow In-Service Date to be earlier than Arrival Date on unit main? (Y/N)	If System Flag 1199 is set to Y, this flag is ignored. This flag only has an effect when System Flag 1199 is set to N. When System Flag 1199 = N, and this flag is set to Y, users may enter an in-service date that occurs prior to the Arrival date, however, it must be equal to, or greater than, the acquisition date. Examples of valid date entries when System Flag 1199 = N and this flag is set to Y are: All previous examples in System Flag 1199's notes, as well as: Acquisi Date: 01/01/2000 Arrival Date: 01/03/2000 (date is later than Acquisition Date) In-Serv Date: 01/02/2000 (date is earlier than the Arrival Date, but later than the Acquisition Date.) Acquisi Date: 01/01/2000 Arrival Date: 01/02/2000 (date is later than Acquisition Date) In-Serv Date: 01/01/2000 (date is earlier than the Arrival Date, but equal to the Acquisition Date.)
5469	Allow images to be associated to employee records? (Y/N)	This flag is used to control the association of employee images to employee records. This value will be set to 'N' by default to not display the common image picker control on employee screens. When this value is set to 'Y' the image picker control will display when added to custom designed employee screens.
5497	Use Unit Availability Popup on Unit Main? (Y/N)	Setting this flag to Y will call a content 2 window from Unit Main when a save action occurs. Users will be able to enter changes to Unit Availability from this content 2 window. Note: the content 2 window will not appear if users are changing availability through the Unit Availability control (screen designed) or if the content 2 window has previously been called/cleared and the user has not refreshed the frame. Setting this flag to Y will also display a Current Availability Status field in the Key Block of Unit Main. If this flag is set to N, users with Screen Designer licensing can add the Current Availability Status control to a screen designed Unit Main to see the current status and/or can add the Unit Availability control to modify Unit Availability through a screen designed Unit Main. (NOTE: This would require the client to be licensed for Screen Designer.).
5502	MCC Required for Unit? (Y/N)	Setting this flag to Y will require an MCC on a Unit record (only) upon creation of the record. This flag has no effect on Departments or Components.
5505	Allow Multiple Operators? (Y/N)	Setting this flag to Y will provide users additional fields in the Unit Main Operator control. The data entered will be validated (or not) based on the setting of System Flag 2010 (Validate User/Operator as a valid Employee ID).

Role Privileges

Role No.	Privilege	Description
133	UPD IN-SERV DATE	Allows a user to edit the in-service date on Unit Main.
224	UPD ACQ DATE	Allows user to update the Acquisition Date and Meter values on the Unit Main Acquisition Meter Information control.
225	UPD ARRIVAL DATE	Allows users to update the Arrival Date value on the Unit Main Acquisition Meter Information control. Note: Meter values cannot be updated unless users have the UPD ACQ DATE privilege as well.