Unit Request

The Unit Request frame allows you to create a new unit request or request to replace an existing unit.

Note: If System Flag 5169 is Y, you must create a unit request and have approval before adding a unit to Unit Purchase Requisition and Unit Main.

How to:

Create a Unit Request

  1. Select New Request.
  2. Select New Unit for a system generated unit number
    OR enter a Unit No.
  3. Select Type (New, Replace).
  4. Select Ownership (Owned, Leased, Rented).
  5. Enter Replaces Unit number. Required for a replacement request.
  6. Enter Owner Dept or select from the Owning Department List. This is a required field.
  7. Enter Using Dept or select from the Using Department List. This is a required field.
  8. Enter Parking Location or select from the Master List of Maintenance Locations. This is a required field.
  9. Enter a Category Code or select from the Category List. This is a required field.
  10. Select SAVE. The Status displays as Awaiting or Request.

Note: Requests with a status of Awaiting must be approved on the Unit Request Approve frame. Requests with a status of Request must be approved on this frame. 

Modify a Unit Request

  1. Enter the Request No. or select from the Unit Request Numbers list.
  2. Modify the unit request values, as applicable.
  3. Select SAVE.

Modify an Approved Request

  1. Enter a Request No that is in Approved Status.
  2. Select Re-Open.
  3. Modify applicable fields.
  4. Select SAVE. The Status changes to Awaiting and requires approval.

Unit Request

Requestor Read-only field.
Delivery Date The expected date of delivery for the new unit.
Approver Enter an approver or select from the list of values. Select Approve and then Save.
Note: With the required role privilege, you can approve on this frame.
Reject Reason Enter a reject reason when System Flag 5192 is Y. Select Reject and then Save.
Lease Type Enter a Lease Type when you select Leased from the Ownership drop-down.

System Flag 5521 - Show All Unit Request types for approval? (Y/N)

When this flag is set to Y, the Unit Request frame sets the request status to Awaiting for all request types following approval by a user with the UNIT REQUEST TIER 1 role privilege. Requests in Awaiting status require UNIT REQUEST TIER 2 approval and appear on the Unit Request Approve frame.

 

Detail tab

 

Replaces Unit Required field for a replacement request. Enter the unit number of the unit being replaced.
Fuel Location Location where the unit is fueled.
Delivery Location Location where the unit is delivered.
Activity Activity code assigned to the unit.
Tech Spec Tech spec assigned to the unit.
MCC MCC assigned tot he unit.
Operator Operator assigned to the unit.
Disposal Status Indicates the disposal status of the unit being replaced.
Estimated Date Estimated date of the unit disposal.
Disposal Reason Reason the unit is being disposed.
Employee Employee who is disposing of the unit.

 

Note: When System Flag 5186 is Y, Disposal Status, Estimated Date, and Disposal Reason are required fields for a replacement request. The Replaces Unit and Disposal fields are not available for new unit requests.

Notes

A free form field to enter notes about the request.

Category Options tab

Category Options

Category Code is a required field. If you enter a Tech Spec number for the unit on the Details tab, the category code associated with the tech spec number automatically populates.

If you do not enter a Tech Spec number for the unit, you can enter a Category Code or select one from the list of values. 

Note: Any change in the unit's tech spec results in a change to the category code.

Category Budget Amount

Base Read-only field. Displays based on the value you enter on Category Main for the category code.
Options The amount populates when you select the Selected checkbox within the Option Selections for Category i-frame.
Total The total amount populates when you select the Selected checkbox within the Option Selections for Category i-frame.

Option Selections for Category i-frame

To select an option, select the Selected checkbox. The option's value populates in the Options field within Category Budget Amount. The Total field reflects the change to the update. After you select Save, you can modify the Selected Value field.

 

Class tab

 

Enter User Class Codes when required. User class codes are user defined codes which classify units unique to your fleet operations.

System Flags 1181 through 1185 control whether user class codes are mandatory on units. Each of the user classes has its own system flag that is used to make the specific class code required.

System Flag Notes

System Flags 1181-1185 control whether user class codes are required for units. Each of the user classes has its own system flag that can be used to make a specific class code required.

 

System Flag 1181 Make class 1 mandatory on units?
System Flag 1182 Make class 2 mandatory on units?
System Flag 1183 Make class 3 mandatory on units?
System Flag 1184 Make class 4 mandatory on units?
System Flag 1185 Make class 5 mandatory on units?

Items tab

The Items tab displays and allows updates to Unit Request Items. You can select the Show All Items checkbox to display all items associated with the unit request.

Item Information i-frame

Displays the following fields:

Notifications

Notifications when approval is needed for a unit request or if a unit request is rejected can be setup on the Notification Manager frame.

For example, you can notify the approver designated on the request that approval is needed or when a request is rejected you may want the requester to be notified.

 

Notifications are sent to valid email addresses set up in M5, for more information see the Notification Manager frame.

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.
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.
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".
2028 Base the delivery loc for a new unit on Using not Owning Dept? "Base delivery loc. on using not owning dept?".  If "Y", then Unit Purchase Requisition sets the requested unit delivery location based on the delivery location assigned to the unit using department.
5184 Unit Default Owner Type: L)ease, O)wned, or R)ented This flag specifies the default owner type on the Unit Request frame only. L - Leased, O - Owned or R - Rented.
5185 Number of days past expected delivery date. This flag identifies the number of days past expected delivery date  where the unit to be replaced can be expected to be disposed.  It is used in Unit Request.
5186 Require disposal information on unit request? Set this flag to "Y" to make the dispose date, reason and flag fields as required fields on  unit request.
5192 Require reject reason? If this flag is set to Yes, then reject reason is required when rejecting a unit request.
5521 Show all Unit Request types for Approval? (Y/N) When this flag is set to Y, the Unit Request Approval frame will display all unit request types, not just new units.

 

Role Privileges

Role No. Privilege Description
109 UNIT REQUEST TIER1 User is able to approve unit requests.
110 UNIT REQUEST TIER2 User is able to create purchase requisitions from approved unit requests.
111 UNIT REQUEST ADJ Allows the user to make changes to a unit request.
114 DISPOSE UNIT Allows a user to flag a unit for disposal on Unit Disposal.

See also:

Application User Maintenance

 

Category Main

 

Category Equipment Options

 

Disposal Reason Codes

 

Notification Manager

 

Tech Spec Main

 

Unit Main

 

Unit Purchase Requisitions

 

Unit Status Codes

 

User Class Codes

 

Asset Management Application Training

 

 

Last Update: 04/19/2019, 07/2023

 

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.