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Title: Change: Equipment RecordCategory 1 :Category 2 :
Work Instruction
Change: Equipment Record IE02
PurposeUse this procedure to change an equipment record.
TriggerPerform this procedure when the equipment changes location, is tested, physically checked or disposed of or the details need amending.
PrerequisitesEquipment record has been created using IE01
Menu PathUse the following menu path to begin this transaction:
Logistics Plant Maintenance Management of Technical Objects Equipment Change
Transaction CodeIE02
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Procedure
1. Start the transaction using the menu path or transaction code.
Change Equipment : Initial screen
2. As required, complete/review the following fields:
Field Name R/O/C Description
Equipment R SAP Equipment Number.Example: 10010633
3. Click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Details
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Title: Change: Equipment RecordCategory 1 :Category 2 :
4. Perform one of the following:
If Go To
Equipment general details need updating/adding Step 5
Equipment has changed location Step 6
Equipment needs to be linked to a superior piece of equipment Step 18
Equipment is over £25k in value and need to record Asset numberOr need to record cost object details
Step 19
Need to record warranty details Step 21
Need to record purchase order reference Step 23
Need to record annual audit check Step 25
Need to record electrical testing details Step 27
Need to record other testing details e.g. pressure testing Step 31
Need to change/add insurance category Step 36
Need to change/add IT equipment or PAT testing characteristics Step 38
Need to change the equipment status Step 45
Need to record the disposal of an item of equipment Step 51
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Title: Change: Equipment RecordCategory 1 :Category 2 :
5. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Description R Y Description of the EquipmentExample: Computer
AcquistnValue O Y Acquisition Value in GBPExample: 700
Acquistion date O Y Description of the Acquisition date.Example: 20.11.03
AuthorizGroup R Y Authorization Group – this is the same as purchasing group and determines which equipment records you can edit and view.
Example: BB
Manufacturer O Y Manufacturers name.Example: Dan
Model number O Y Model number.Example: P100
ManufPartNo. O Part numberExample: C1223
ManufSerialNo. O Y Manufacturers serial numberExample: 129330
6. Click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Location
7. As required, complete/review the following fields:
Field Name R/O/C Description
Sort field R Description of the Sort field.Example: Prof J Smith
8. To Change location of the Equipment click on .
Change Equipment Installation Location
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Title: Change: Equipment RecordCategory 1 :Category 2 :
9. Click on .
10. Click on .
Functional Location (1)
11. Click on .
12. Select Structural display.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Functional Location Structure: Selection
13. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Functional Location O Y Functional Location code – Source: Estates.Example: 1 (This will give you the whole
University structure)
14. Click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment: Structure List
15. Click on down the hierarchy until you find the room required.
16. Double-click on the room e.g. to put it into the functional location field.
Change Equipment Installation Location
17. Click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Location
18. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
SuperEquip O N Enter the superior equipment number if this equipment is associated with another main piece of equipment.
To view the related equipment click on on the main toolbar. If this is superior equipment the items below it will be displayed. If this is a sub equipment or has no other equipment linked to it you can expand the substructure upwards to see the superior equipment or equipment in the same room.
TechIdentNo. O N Used for data migration. Contains location data from historical database.Example: BW - WAT
Planner group O N Used by some Faculties to distinguish responsibility within a department. Click on dropdown list to see options. If new planner group needed contact the ISS helpdesk.Example: ABA
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Title: Change: Equipment RecordCategory 1 :Category 2 :
19. Click on .
Change Equipment : General
20. As required, complete/review the following fields:
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Field Name R/O/C Required by Audit
Description
Asset C Y SAP Asset number. Applies to assets over £25,000. If you double click on this number you can display the asset record.Example: 701234
Cost Center C N Cost center to which the equipment chargedExample: 232000
WBS Element C N WBS Element to which the equipment charged
Example: RG.BIOC.123456
SettlementOrder C N Internal Order to which the equipment chargedExample: 90900007
Funct O N Partner function can be used for recording person responsible.Example: Person Responsible
Partner O N Enter the payroll number of the person responsible. This can be found from the drop down list.Example: 11111
21. Click on tab.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Warranty
22. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Begin guarantee O N Begin guarantee dateExample: 01.01.03
Warranty end O N Warranty end dateExample: 31.12.03
23. Click on tab.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
24. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Purchasing Doc. O N SAP Purchasing Doc.Number.Example: 4500123456
Vendor O N Vendor account number.- this defaults from the purchase order if entered above.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
When you enter the purchase order number here, the vendor number is automatically displayed. You can drill down to the purchase order document by double clicking on the purchasing document number.
25. Click on to record the audit physical verification check.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
26. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Date of last check O Y Date of last physical check. This can be the same as the PAT test or other testing date.Example: 01.11.04
Checked by O N Enter payroll number of person who carried out the check.Example: 11111
If the equipment is electrical tested this can count as the audit physical verification.
27. Click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
28. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Elec Tested by O N Payroll number of the electrical tester Example: 11111
E Test Freq(months) O N Frequency of test in monthsExample: 24
Date Elec Tested O N Date of Electrical Test.Example: 20.11.04
Next Elec test O N Date next test due – this is derived by the system.Example: 20.11.06
29. Click on to add any notes.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Electrical Testing Notes: 000000000010010633 Language EN
30. Click on to go back to main screen.
PAT testing characteristics can be entered on Class Z_ELECTEST Go to step 38 for details.
31. Click on to record any other testing required. For Example: Pressure testing, Calibration etc.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
32. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Date Other Test O N Payroll number of the tester Example: 11111
Other Tester ID O N Frequency of test in monthsExample: 24
O Test Freq(months) O N Date of Test.Example: 20.11.04
Next Other Test O N Date next test due – this is derived by the system.Example: 20.11.06
33. Click on to add any text related to the test.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Other Testing Notes: 000000000010010633 Language EN
34. Click on .
35. Click on .
36. Click on tab to enter insurance category.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
37. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Insurance Code O Y Insurance category.Example: Not Insured
38. To enter characteristics click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Classification
39. Click on class field then click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Class Number (1)
40. As required, complete/review the following fields:
Field Name R/O/C Description
Class R Class nameExample: Z* This will display all the University of Leeds
classes
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Class Number (1) 2 Entries Found
41. Double-click on required class For Example .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Classification
42. Click on to display all characteristics for the class.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Classification
43. As required, complete/review the following fields:
Field Name R/O/C Description
Characteristic Value O Various fields for Equipment Class.Example: IP Address, host name, RAM.
44. Click on to return to main screen
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Details
45. To change status of equipment record click on next to status field.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Status
46. System status. This is determined by the system. Status INST when the equipment has been allocated to a functional location. Status AVLB when equipment has not been allocated to a functional location.
47. Status with Status no. Click appropriate radio button e.g. .
48. Status w/o Status no Click appropriate radio button e.g. OUT Out on loan.
49. Click on to return to main screen.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Details
50. To record any notes for example details of ownership or loan click on and type in text.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Internal Note for Equipment: 000000000010010633 Language EN
51. To record the disposal of equipment, click on tab.
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment : Other data
52. As required, complete/review the following fields:
Field Name R/O/C Required by Audit
Description
Disposal Date O Y Disposal Date.Example: 01.12.04
Disp.Code O Y Method of disposal. Select from dropdown list.Example: Scrapped
Remember to change status of equipment record click on next to status field and click on Disposed of radio button. Then change status to inactive by following the menu path Equipment Functions Active<->Inactive Deactivate
Then Click on tab
click on .
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Title: Change: Equipment RecordCategory 1 :Category 2 :
Change Equipment Installation Location
53. Click on to leave location blank.
54. Click on .
The system displays the message, “Equipment 100XXXXX changed."
55. You have completed this transaction.
ResultYou have changed the equipment record.
CommentsThis transaction can also be accessed via the Equipment list transaction IE05 drill down or the University of Leeds Equipment list ZIH8 drill down and switch to change mode by
clicking on .
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