9.7 KiB
Customer units
The Customer Units form is used to edit Customer Units available in AyaNova which are the Customer owned items you will be servicing and tracking in AyaNova.
When you provide service for a Customer that involves a particular item that may be serviced again in future you will want to create a Customer Unit record for it.
A Unit may not necessarily be equipment, it is anything you want to track and report on for service. For example some AyaNova users service apartments so they enter Apartments as the Customer Unit. Others service computers so they enter a particular computer as the Unit.
Customer Units can be selected in AyaNova in the following places:
- Customer Unit "Parent Unit"
- Customer Unit "Replaced by Unit"
- Customer service request "Unit"
- Loaner unit "Shadow unit"
- Unit meter reading
- Work order / Quote / PM item "Unit"
- Work order / Quote / PM item outside service "Unit"
Authorization Roles required
Many roles can select this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following roles:
Full access
- Accounting
- Business administration
- Service manager
- Service technician
Read only access
- Business administration - restricted
- Service manager - restricted
- Sales
- Sales - restricted
Import / Export
Units can be imported into AyaNova and exported out of AyaNova.
How to access Customer Units
Customer Units are accessed in the following ways:
- From the
Servicenavigation drawer Customer Units data table item - By clicking on the open record icon in any Customer Unit autocomplete list on any other form where Customer Units can be selected
- From any data table column showing Customer Units
- From the Customer Units menu item in a Customer's edit form which will open a data table of Customer units filtered to only show Units for that Customer
Customer Unit data table
The Customer Units data table lists all the Customer Units available, provides the '+' link to create a new Customer Unit and provides access to common data table menu options.
Customer Unit edit form
The Customer Unit edit form provides all the standard edit form functionality and the following fields:
Unit tab
Serial number
This is the primary identifier of the Customer Unit as it's displayed in forms and reports and when searching for a Customer Unit to select in autocomplete lists.
A Customer Unit serial number must be unique from all other Customer Units of the same Unit model entered. It's ok for two Customer Units to have the same serial number as long as their Unit Model differs.
Keep in mind that this is the identifier that Customers may sometimes see on reports if provided to them.
This is the only required field on the Customer Unit form. All other fields are optional and can be hidden if not required.
You could have many units entered into the AyaNova database with the same Unit Model and manufacturer, the serial number is what identifies each unit individually.
A serial number can be any combination of letters / symbols or numbers that you can type on your keyboard.
If a unit that you want to track does not have a serial number you will have to make one up for it. Some of our clients who manufacture their own equipment will assign serial numbers to units and either etch or tag the unit in some way to mark it with the serial number.
Sometimes a unit that does not have a serial number is part of another unit that does have a serial number.
For example a wheel on a bicycle may not have a serial number, but the bicycle does. In this case when you create a unit record for that bicycle's front wheel, you might want to enter the serial number like this “123abc-front wheel” Where 123abc is the serial number of the main unit, in this case a bicycle.
The reason to put the serial number first is to make it faster to select from a unit selection list. Since all drop down lists in AyaNova will automatically scroll down to the relevant area based on the first few letters that you type. Putting the serial number first will cause all units that start with the same serial number to be grouped together making selection easier. (i.e. There are many different “front wheels” but only one that starts with that particular serial number)
How a unit is displayed in drop down lists for selection in preventive maintenance, quotes and service work order items is determined by the Administrative Global Settings for Autocomplete list template and you can add other fields from the Customer Unit to the autocomplete list search feature if they make sense for your business. For example, you may want to include Unit model names or manufacturers to make it easier to find a particular Unit.
Customer
Description
Unit Model
Replaced by unit
Parent Unit
Purchased from
todo placeholder link
Unit metered
todo placeholder link
Meter reading button
If the Unit metered checkbox is checked, the Unit meter reading button will appear beside the checkbox.
Clicking on this button will open the Meter readings form where you can view past meter readings or make a new one.
You can also add a meter reading from a work order's Unit area.
When a meter reading is added from a work order, the meter reading record is automatically set with a link back to the work order where the Unit meter reading was entered and this work order link displays in the Meter readings data table.
Account number
Provided for reference or connecting to another application's matching account number for this Customer Unit.
Web address
Web site address in an URL control for entry or opening.
Contact
The primary contact person for this Customer Unit, generally your account manager with this Customer Unit. You can enter other contacts in the other contacts field as freeform text.
Email address in an Email control for entry or opening.
Phone fields
Five phone contact number fields are provided as Phone controls for entry or dialing on supported devices.
These fields are pre-labeled as "Business", "Fax", "Home", "Mobile", "Pager" however as with all AyaNova form field labels they can be changed to labels appropriate for your business.
Active
Customer Units that are set to Active can be selected on new objects that use Customer Units.
Customer Units not set to Active will still show in older records but can not be selected for new records; this is how you retire a Customer Unit from use.
Notes
General notes about this record for internal staff use. Notes can also be reported on if desired. These notes are only visible in this form.
Other contacts
Freeform text area where you can enter any non-primary contacts for this Customer Unit, for example special departments that are not the main primary contact people.
Alert notes
Customer Unit alert notes are currently displayed on Purchase orders only and are intended as a general purpose alert message to any staff member whenever they deal with this Customer Unit for purchasing about any unique and important information required to make the purchase.
Alert notes will display as an orange alert box with a triangular /!\ exclamation mark icon once a Purchase order is saved with this Customer Unit selected.
Custom fields
If the form has been customized and custom fields enabled for this object they will display here.
Tags
Optional tags control for categorizing, searching, selecting and notification filtering.
Wiki
Optional wiki control.
Attached files
Optional attachments control.
Address tab
This area has the Street address portion only (no postal address) of the standard AyaNova object Address control.
Sometimes a Unit will have it's own address or geographical coordinates distinct from the Customer's address. This area of the Unit form allows you to enter a custom address for this particular Unit. This address can be selected on a Work order in place of the Customer or Head office's address.
Override warranty tab
Menu options
The Customer Unit edit form contains the common edit form menu options.