There are many different types of locations involved in managing a fleet. The Location Main frame allows you to create and maintain an identification number and other information for each of the locations where fleet operations are carried out.
General Information
The General Information tab is used to maintain the location’s mailing address and any Markup Scheme or Tax Scheme that should be applied to specific transactions or activities that occur at that location.
Markup-Tax Scheme Section:
Markup Scheme – markup schemes can be used to cover expenses or generate profit on certain types of transactions such as part charges or labor charges. Each location can be assigned its own Markup Scheme.
Tax Scheme – tax schemes can also be applied to certain products or transactions, such as those involving fuel. Each location can be assigned its own Tax Scheme. If System Flag 5134 is set to ‘1’ this field will be required.
Tax Exemption – yes/no check box to indicate if the location is exempt from any taxes.
Mailing Address Section:
Mailing Name – official title of the location for mailing purposes.
Address 1 – primary mailing address for the location.
Address 2 – additional address information, secondary mailing address.
City/State/Zip – city (optional), State (required), Zip Code (Optional).
Region – free form field, for example ‘North East Region.’
County – county, such as Montgomery or Delaware County.
Time Zone – this is a required field.
Remote Records to Process – if your organization is using MobileFocus handheld processing, any outstanding Remote Data transactions will be tallied here.
Configuration
The Configuration tab allows you to classify your location as a certain type or types of location. Along with the location types, you can also define several other fields.
Type of Location Section:
Fuel Location – Y/N check box to indicate if the location will be a fueling location.
Delivery Location – Y/N check box to indicate if the location will be used for deliveries.
Parking Location – Y/N check box to indicate if the location will be a ‘parking’ location where units are stored, this can be used for inventory purposes.
Motor Pool Location – Y/N check box to indicate if the location will be used for Motor Pool operations.
Replacement LTD Usage Factor – Used in Replacement Modeling. On the Asset Class Codes frame, if the Location Usage Factor Flag is checked then the number entered here will be used in replacement forecasting.
Recovery Center – Free form field, it is not validated. A recovery center is a location where revenues are accrued.
Reporting Region – Used for location reporting as a filter criteria. Any value entered here will then be a valid filter value on location reports,
Parking Maintenance Location – must be a valid maintenance location, double click to bring up the LOV.
Interface Code – code used to identify the location on the Interface Code Translation frame.
Motor Pool Reservation Information Section:
Reservation Advance Notice – The amount of days before the pickup date a reservation is allowed to be made. Zero is no limit.
Reservation Duration – The maximum length, in days, for a reservation. Zero is no limit.
KeyValet Location – Drop down to select what type of KeyValet box is used at the location.
Late Pickup Hours – Allow late pickup this many hours after the reservation pickup time. If zero, reservations will immediately cancel once it is passed the designated reservation pickup time.
Hierarchy
The Hierarchy tab is used to designate an Owning Department for the location and view the department’s Organizational Hierarchy.
You must enter a valid Owning Department in the Owning Department Information Section or you can select one from the LOV.
The Organizational Hierarchy i-frame is read-only and will be pulled from the Org Hierarchy tab of the Department Main frame.
Inventory
If the location will be an inventory location, you can check the Inventory Location box on the Inventory tab. This will load the Inventory Information section.
Inventory Information Section:
Auto-Receipt on Transfer – Check this box if parts can be automatically received at this location upon transfer.
Inventory Account No – You can enter a Direct Account number here.
Immediate Issue Upon Auto Transfer – Check this box if parts are to be automatically issued upon a transfer receipt.
Allow Negative Inventory Quantities – Check this box if a part issue, transfer or charge will be allowed to set quantity on hand to a negative value.
Internal P.O. Overhead Cost – This value is the overhead cost associated with each purchase order expense related to ordering inventory (handling, mailing costs, etc.). This value can be entered as zero, but it is required.
Inventory Carrying Cost – This value is the average percent of inventory value that it costs to maintain inventory in stock while it is not being utilized (shelf cost, handling cost, etc.). This value can be zero, but it is required.
Indirect Account – This is the assigned account number for charges such as physical inventory losses and overages.
Receipt Price Variance – The allowable change in pricing, without a warning message, from prior cost. If no percentage is set here, you will be warned for any variance in price.
Must a Supervisor Approve a Manual Requisition – Check this box if a Supervisor must approve a manually created requisition before it can be added to a purchase order. If this box is not checked, the requisition will automatically move to an APPROVED status upon saving.
Must a Supervisor Approve an Automatically Created Requisition - Check this box if a Supervisor must approve an automatically created requisition before it can be added to a purchase order. If this box is not checked, the requisition will automatically move to an APPROVED status upon saving.
Hold Auto-Generated Part Request – Check this box if automatically generated part requests are to be placed on hold.
E-mail Restock Messages To – Enter the e-mail address of the person who is to receive messages pertaining to restocking.
Prefix for Part PO No – enter a prefix to be used for part PO’s if using system generated PO numbers.
Supervisor – the supervisor entered here will be the purchasing requisition approver.
Warranty Defaults Section:
This section will depend on System Flag 2093, see the System Flags section at the bottom for more information. These are the default values to be used when warranted parts are issued. Fields will be read-only unless System Flag 2093 is set to ‘D’.
Warranty Vendor – must be a valid vendor on Vendor Main.
Warranty Code – free form field, not validated.
Warranty Term – length of the warranty, in months.
Warranty Usage – can be miles, hours, kilometers, or count.
Hazardous Contact Information Section:
The Hazardous Contract Information field is a free form note field to enter contact information that will appear on the Bill of Lading for Hazardous Materials.
Maintenance
If the location will be a maintenance location, you can check the Maintenance Location check box on the Maintenance tab. This will load the Maintenance Location sections on this tab.
General Section:
Inventory Location – if this location is not an inventory location, you must designate an inventory location. If you checked the Inventory Location check box on the previous tab, this field will be grayed out.
Warranty Account – this is a free form field, it is not validated.
Maintenance Shift – enter the default Non-Employee Shift Code for the location or select one from the LOV.
Prefix for Comm PO No - enter a prefix to be used for Commercial PO’s if using system generated Commercial PO numbers.
Employee/Group – you can enter or select a valid Employee Group or Individual Employee that has been assigned to this location to designate in the Employee/Group field.
Rebuild Location – Check this box to load the Rebuild Inv Loc and Rebuild Vendor Fields.
Default Parking Location – Enter or select a valid parking location for vehicles receiving maintenance at this location.
Work Order Section:
Jobs Span Shifts – Check this box if maintenance jobs at this location will be allowed to span across shifts.
Include Unit, Tech Spec and Using Dept WO Notes on Work Order – Check this box if you want to include Work Order notes that may be attached to these Unit, Tech Spec, or Department records on Work Orders opened at this location.
Time to Notify WR Due for Assoc Units – Amount of time, in days, to generate a pop-up warning message for an associated unit with a work request that is due.
Initial Downtime Status – value entered here will be the default downtime status.
Send WO Notifications – check this box to automatically send work order notifications.
Send Job Attachments in Completed WO Notifications – check this box to include job attachments in the completed WO notification.
Work Order Number Section:
Low – low end of work order number range.
High – high end of work order number range.
Last Used – last used work order number.
Note: System Flag 1059 must be set to “L’ to use this section. See System Flags section below for more details.
Payroll Section:
Time Reporting – drop down menu, select ‘Hundredths’ or ‘Minutes’ (required field).
Time Rounding – drop down menu, select a value for time rounding (required field).
Unpaid Breaks to Payroll – drop down menu, select ‘Yes’ or ‘No’ to include unpaid breaks.
Labor Charge Section:
Time Type – the default time type for this location, enter valid type from Time Type Matrix or select one from the LOV.
Minimum – enter the minimum base pay for the location.
Bar Code Authorization Section:
This section contains three ‘Yes’/‘No’ flags for Barcode Authorization: Physical Inventory, Work Orders, and Labor Entry. Check any that apply.
Planning Section:
Span Jobs – Drop down menu, select Next Day or Next Schedule Shift. If ‘Next Schedule Shift’ is selected, the planner will put the next hours of a work request on the next schedule shift whether it occurs on the next day or not. For an example, a 40-hour job at a location with three-eight hour schedule shifts (day, swing, night) will have the job spread as day-swing-night-day-swing. If choosing "next day", then the planner will plan the next hours for the work request on the same schedule shift on the next day: day-day-day-day-day.
Schedule Shift – The Plan to start work on this schedule shift is the scheduled shift that receives the first hours for the work request.
Product Codes
The Product Codes tab allows you to add different product codes from Product Main to the location record.
To add a code, type the code in the Product No. field. The Description will automatically populate. Click the Save button once entry is complete.
Vendor E-mail
This tab allows you to assign e-mail address information to location vendors.
Notifications
This tab is only visible when System Flag 5496 (Use Location-Specific Notifications?) is set to Y. A third option is available on Notification Manager called 'Location', once a Notification is set to that value, it will be available for configuration on this tab.
Modify
To modify an existing location, type in the location number in the General Location field or double click in the field to select one from the LOV.
Once the location data has loaded, you can make any necessary changes to fields that are able to be updated. Click Save to update the record.
Disable
To disable a location, select ‘Yes’ from the Disabled drop down in the Location Information section to the right of the Description field. Click Save to disable the location.
Delete
You can delete a location provided it is not in use on any other tables in the system. If the location is in use, you will not be able to delete it from the system.
To delete a location that is not in use, click the Delete button (Red X). You will receive a popup asking if you are sure you want to delete the location. Click Delete to confirm the action.
System Flags
1059 – Use System Wide or Location Range of Work Order Numbers? (S/L) – If set to "S", work orders are based on a system wide numbering sequence. If set to "L", work orders are based on a user-defined location range of numbers as established on the maintenance tab of the Location Main frame.
2093 – Use L)ocation First Vendor or Last R)eceived From or D)efault Warranty Terms? (L/R/D) – If this flag is set to ‘L’, the warranty terms lookup will use the location record first vendor to determine whether to prompt for terms when a warranted part is issued. If set to ‘R’, the lookup will use the vendor the part was most recently received from. If set to ‘D’, neither location first vendor nor the last received from vendor warranty terms will be used.
5134 – Do Location Have Tax Schemes? (1) Always, (2) Optional, (3) Never – If "1", then a tax scheme is required on every location. If "2", then a tax scheme is permitted but none is required. If "3", then tax schemes cannot be entered on locations. If no tax scheme is entered, then transactions where the location is the source, such as labor charges, are untaxed.
Last Update: 08/14/2020
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.