work instruction - sapinfo-new.leeds.ac.uksapinfo.leeds.ac.uk/content/ie02/wi/word/ie02wi.doc ·...

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

File name: document.docReference Number:

Version: Not StartedLast Modified: 1/26/2005 8:41 PM

Work Instruction / 32


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 .





Change Equipment : Details





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






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 .





Change Equipment : Location



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





9. Click on .

10. Click on .

Functional Location (1)

11. Click on .

12. Select Structural display.





Functional Location Structure: Selection



Description

Functional Location O Y Functional Location code – Source: Estates.Example: 1 (This will give you the whole

University structure)

14. Click on .





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.


17. Click on .





Change Equipment : Location



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





19. Click on .

Change Equipment : General







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.





Change Equipment : Warranty



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.





Change Equipment : Other data



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.






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.








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 .








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.





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.








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.





Change Other Testing Notes: 000000000010010633 Language EN

34. Click on .

35. Click on .

36. Click on tab to enter insurance category.








Description

Insurance Code O Y Insurance category.Example: Not Insured

38. To enter characteristics click on .





Change Equipment : Classification

39. Click on class field then click on .





Class Number (1)



Class R Class nameExample: Z* This will display all the University of Leeds

classes





Class Number (1) 2 Entries Found

41. Double-click on required class For Example .






42. Click on to display all characteristics for the class.








Characteristic Value O Various fields for Equipment Class.Example: IP Address, host name, RAM.

44. Click on to return to main screen






45. To change status of equipment record click on next to status field.





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.






50. To record any notes for example details of ownership or loan click on and type in text.





Change Internal Note for Equipment: 000000000010010633 Language EN

51. To record the disposal of equipment, click on tab.








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 .






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 .




work instruction - sapinfo-new.leeds.ac.uksapinfo.leeds.ac.uk/content/ie02/wi/word/ie02wi.doc ·...

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