Creating a unit record

You use the Units page to set up all pertinent information for tracking units. When you create a repair order, you must assign units to that order. Before your shop can make repairs to a unit, you must first create that Unit master record.

image1 See it in action.

The system supports three unit categories:

  • Company units (full units)

  • Non-company units (retail units)

  • Miscellaneous units

For details on units and unit categories, see Unit categories.

To create a unit record:

  1. Go to Menu > Masters > Units.
    The Units page opens and displays information about the first record automatically.

    Show me

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  2. Click Add New.

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    The Add New Unit window opens.

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  3. In the Unit Identifier field, enter the new unit’s ID and press ENTER.

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    The system activates the Unit Info tab and enables the fields in the Unit Details section.

  4. Do one of the following:

    • If your company has the Motors module:

      1. Enter the unit’s VIN number in the Search by VIN field.

      2. Click the MOTOR ALLDATA icon.

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        Notes:

        1. If you entered an incorrect VIN number, the system displays an error message that states, "No matching VIN in the system at this time!"

        2. As of V.2020.1, the Motors module is no longer supported.

          The system retrieves unit information based on the VIN number and then fills the following fields:

          • Description

          • Make

          • Model

          • Year

          • VIN/Serial

          • Engine

      3. Go to Step 5.

    • If your company does not have the Motors module, go to Step 5.

  5. In the Unit Details section, make entries in all required fields.
    You can enter values in other fields as needed.

    Note: If you enter a customer ID in the Customer field, the system assigns the unit to that customer as a company unit.

    Required field: *

    Field Definition

    Description *

    Unit’s description

    Note: You can enter up to 60 alphanumeric characters.

    Make *

    Unit’s manufacturer

    Model *

    Manufacturer’s model number

    Year *

    Year the unit was manufactured

    Note: This field defaults to the current year.

    VIN / Serial

    Serial number or Vehicle Identification Number (VIN)

    Title

    Title document number

    Engine

    Engine type

    Note: The system recognizes D-466, D466, and D 466 as three different engine types.

    Customer

    Customer assigned to unit

    Note: The system will disable this field if the unit is a non-company unit.

    License

    License plate number or other identification

    State

    State where the unit is licensed

    Wheelbase

    Distance between axles on the unit

    Note: The system recognizes 110, 110", and 110 In. as three different wheelbases.

    Capacity

    Unit’s capacity

    Note: The system recognizes 80000, 80,000, and 80K as three different capacities.

    Last Modified By

    User who last modified the record

  6. When you are finished, click Save.
    The system creates the new record and returns you to the Units page.

    To close the window without saving your changes, click Cancel.

Cloning a unit record

You can use the Clone Unit feature to assist with unit creation. When you clone a unit, the system copies information from an existing unit record, and it creates a new unit record.

To clone a unit record:

  1. Go to Menu > Masters > Units.
    The Units page opens.

  2. Do one of the following:

    • In versions prior to 2018.1, click the image7 Clone icon and then select Clone Existing Unit.

      image8

    • In versions 2018.1 and after, click the drop-down arrow next to Add New and then select Clone Existing Unit.

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    The Clone Unit window opens.

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  3. In the New Unit field, enter the new unit’s ID.
    Note: If you entered an incorrect unit ID number, the system displays an error message that states, "ABC is not a valid unit." Click OK to close the message window.

  4. In the In Service field, enter the effective date for the new unit.
    Note: This field defaults to today’s date.

  5. If applicable, in the Warranty In Service field, enter the effective date of the warranty.
    Note: This field defaults to today’s date.

  6. In the Clone Unit field, enter the ID of the unit that you want to clone.
    Note: You can use the Search feature if you do not know the unit’s ID number.

  7. Click OK.
    The system creates the new record and returns you to the Units page.

    To close the window without saving your changes, click Cancel.