Category 1:
Category 2:
Work Instruction
Change: Equipment Record / IE02
Purpose
Use this procedure to change an equipment record.
Trigger
Perform this procedure when the equipment changes location, is tested, physically checked or disposed of or the details need amending.
Prerequisites
Equipment record has been created using IE01
Menu Path
Use the following menu path to begin this transaction:
Logistics Plant Maintenance Management of Technical Objects EquipmentChange
Transaction Code
IE02
File name:DOCUMENT1Reference Number: / Version:Not Started
Last Modified:0/0/0000 0:00 AM / Work Instruction
Page 1 / 32
/ Title: / Change: Equipment Record
Category 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 / DescriptionEquipment / R / SAP Equipment Number.
Example:10010633
3.Click on .
Change Equipment : Details
4.Perform one of the following:
If / Go ToEquipment 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 number
Or 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
5.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionDescription / R / Y / Description of the Equipment
Example:Computer
AcquistnValue / O / Y / Acquisition Value in GBP
Example: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 number
Example:C1223
ManufSerialNo. / O / Y / Manufacturers serial number
Example:129330
6.Click on .
Change Equipment : Location
7.As required, complete/review the following fields:
Field Name / R/O/C / DescriptionSort 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
13.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionFunctional 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.
Change Equipment Installation Location
17.Click on .
Change Equipment : Location
18.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionSuperEquip / 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
20.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionAsset / 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
CostCenter / C / N / Cost center to which the equipment charged
Example: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 charged
Example: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
22.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionBegin guarantee / O / N / Begin guarantee date
Example:01.01.03
Warranty end / O / N / Warranty end date
Example:31.12.03
23.Click on tab.
Change Equipment : Other data
24.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionPurchasing Doc. / O / N / SAP Purchasing Doc.Number.
Example:4500123456
Vendor / O / N / Vendor account number.- this defaults from the purchase order if entered above.
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.
Change Equipment : Other data
26.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionDate 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 .
Change Equipment : Other data
28.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionElec Tested by / O / N / Payroll number of the electrical tester
Example:11111
E Test Freq(months) / O / N / Frequency of test in months
Example: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.
Change Equipment : Other data
32.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionDate Other Test / O / N / Payroll number of the tester
Example:11111
Other Tester ID / O / N / Frequency of test in months
Example: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.
Change Equipment : Other data
37.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionInsurance 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)
40.As required, complete/review the following fields:
Field Name / R/O/C / DescriptionClass / R / Class name
Example:Z* This will display all the University of Leeds classes
Class Number (1) 2 Entries Found
41.Double-click on required class For Example .
Change Equipment : Classification
42.Click on to display all characteristics for the class.
Change Equipment : Classification
43.As required, complete/review the following fields:
Field Name / R/O/C / DescriptionCharacteristic Value / O / Various fields for Equipment Class.
Example:IP Address, host name, RAM.
44.Click on to return to main screen
Change Equipment : Details
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.
Change Equipment : Details
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.
Change Equipment : Other data
52.As required, complete/review the following fields:
Field Name / R/O/C / Required by Audit / DescriptionDisposal 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 EquipmentFunctionsActive<->Inactive Deactivate
ThenClick on tab
click on .
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.
Result
You have changed the equipment record.
Comments
This 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 .
File name:DOCUMENT1Reference Number: / Version:Not Started
Last Modified:0/0/0000 0:00 AM / Work Instruction
Page 1 / 32