Location Data Entry
Location Data Entry includes six screens.
Level 1 - 5 - Location Hierarchies must be entered from the top level down, with Level 1 being the top. The first level must be created before its second level can be created, and the first and second levels must be created before adding their third level, and so on. When creating locations, they are unique in that each of the 5 Levels must have something in it, either a name or a dash mark.
In the example below, click Save after each step.
Level 1 Level 2 Level 3 Level 4 Level 5
Step 1: Create Level 1
MAIN_BLDG - - - -
Step 2: Create Levels 1 & 2
MAIN_BLDG WEST_WING - - -
Step 3: Create Levels 1, 2 & 3
MAIN_BLDG WEST_WING 2ND_FLOOR - -
Step 4: Create Levels 1, 2, 3 & 4
MAIN_BLDG WEST_WING 2ND_FLOOR ROOM_210 -
Step 5: Create Levels 1, 2, 3, 4 & 5
MAIN_BLDG WEST_WING 2ND_FLOOR ROOM_210 CLOSET
Names for the 5 different levels cannot have spaces in them. Spaces are converted to underscores.
Data Entry Directions:
Enter the first level's Name in the Level 1 field. Press Enter key to put a dash mark in each of the remaining unused levels, 2 - 5. Enter a description and any other desired information for the Level 1 record, then Save it.
Next, create the second level record. Enter the first level name, then enter the second level name, then press Enter key to put a dash mark in each of the remaining unused levels 3 - 5. Enter a description, and any other desired information for the Level 2 record, then Save it.
This process can be repeated for all second level records. Then enter all third level records by entering the first level's name, the second level's name, the third level's name, press Enter to put dashes in the unused levels 4 - 5, enter any other desired information for the Level 3 record, then click Save.
Continue this process until all Location Hierarchies are entered. A Lookup is available.
Description - Enter a description for the Level. With multiple levels, the Description refers to the last Level field filled in with text (remaining unused levels will have a dash mark). For instance, if Levels 1, 2 and 3 are all filled in, the description is referring to Level 3.
Keyword - Enter a Keyword for this location. Keywords help in selecting common locations for reporting purposes. Click Lookup to get a selection list containing available Location Keywords. Create Location Keywords in Asset Administration, Maintain Location Keywords.
Cost Center - Enter the Cost Center that will be charged for all maintenance costs to this Location. A Lookup is available. Cost Centers are created in the Cost Accounting Administration menu.
Rating - Enter a number 1-10. The Location Rating is used in conjunction with the Work Order's Priority Code to calculate the Work Order Rating. Work Order Rating is used by Scheduling to sort Work Orders when they are loaded into the Scheduling Window. Click on the Down Arrow to invoke a selection list.
Department - Enter the name of the Department that will be charged for all maintenance costs to this Location. A Lookup is available. If The same Cost Center can be used in Multiple Departments checkbox is not checked, the Department field will be display only. Departments are created in the Cost Accounting Administration menu.
Square Feet - Enter the square footage. The location on level 1 should be the total square footage, levels below this location cannot exceed the total footage for the next higher level in the hierarchy. For example, if a building has 100,000 square feet, the sum of all five of its floors cannot exceed 100,000 square feet.
Eqp # - Enter a list of the Equipment installed at this Location.
There are now two options:
Click on Safety Procs/Service Contracts/PMs/Drwngs to attach Safety Procedures, Service Contracts, PM Descriptions and Drawings.
Click on Actual and Hierarchical Costs to view Costs.
Click on Save to save the record after the desired information has been entered on ALL windows.