There are many different types of locations involved in managing a fleet. The Location Main frame allows you to create and maintain an identification number and other information for each of the locations where fleet operations are carried out.
Modify an Existing Location
Enter the General Location number or double-click in the field to select from the List of Values.
After the location data has loaded, you can modify the applicable fields that are available for update.
Select SAVE to update the record.
Disable a Location
Enter the General Location number to disable.
Select Yes from the Disabled dropdown.
Select SAVE to disable the location.
Delete a Location
Enter the General Location number to delete.
Select DELETE. The Action Required window opens.
Select Delete to confirm the deletion.
Note: You can delete a location when it is not in use on any other tables in system.
The General Information tab is used to maintain the location’s mailing address and any Markup Scheme or Tax Scheme that should be applied to specific transactions or activities that occur at that location.
Markup Scheme – Markup schemes can be used to cover expenses or generate profit on certain types of transactions such as part charges or labor charges. Each location can be assigned its own Markup Scheme.
Tax Scheme – Tax schemes can be applied to certain products or transactions, such as those involving fuel. Each location can be assigned its own Tax Scheme. If System Flag 5134 is set to 1 this field is required.
Tax Exemption – Checkbox to indicate if the location is exempt from any taxes.
Mailing Name – Official title of the location for mailing purposes.
Address 1 – Primary mailing address for the location.
Address 2 – Additional address information, secondary mailing address.
City/State/Zip – City (optional), State (required), Zip Code (Optional).
Country - Country of the location (for example, United States).
Municipality - Free form field.
Region – Free form field, for example North East Region.
County – County, such as Montgomery or Delaware County.
Time Zone – This is a required field.
Locale - Local language of the location.
Remote Records to Process – If your organization is using MobileFocus handheld processing, any outstanding Remote Data transactions will be tallied here.
Free form field to enter booking notes.
The Configuration tab allows you to classify your location as a certain type or types of location. In addition to the location types, you can define several other fields.
Fuel Location – Checkbox to indicate if the location will be a fueling location.
Delivery Location – Checkbox to indicate if the location will be used for deliveries.
Parking Location – Checkbox to indicate if the location will be a parking location where units are stored, this can be used for inventory purposes.
Motor Pool Location – Checkbox to indicate if the location will be used for Motor Pool operations.
Replacement LTD Usage Factor – Used in Replacement Modeling. On the Asset Class Codes frame, if the Location Usage Factor checkbox is selected, then the number entered here will be used in replacement forecasting.
Recovery Center – Free form field, it is not validated. A recovery center is a location where revenues are accrued.
Reporting Region – Used for location reporting as a filter criteria. Any value entered here will then be a valid filter value on location reports,
Parking Maint Loc – Must be a valid maintenance location, double-click to select from the LOV.
Interface Code – Code used to identify the location on the Interface Code Translation frame.
Prefix for Prod PO No - Free form field to enter a prefix for the product number.
Reservation Advance Notice (Days(s)) – The number of days before the pickup date a reservation is allowed to be made. Zero is no limit.
Reservation Duration (Days(s)) – The maximum length number of days for a reservation. Zero is no limit.
KeyValet Location – Dropdown to select the type of KeyValet box used at the location.
Late Pickup Hours (Hour(s))– Allow late pickup the number of hours after the reservation pickup time. If zero, reservations will immediately cancel once it is passed the designated reservation pickup time.
Last KeyValet System Update - Displays the last active ping received from KeyValet Box.
Healthcheck Threshold - Threshold minutes between Notification being sent and last system update.
Enable KeyValet Healthcheck - Dropdown to select to enable the KeyValet Healthcheck.
KeyValet Controller Serial Number- KeyValet Serial number, only for Admin Purpose.
The Hierarchy tab is used to designate an Owning Department for the location and view the department’s Organizational Hierarchy.
You must enter a valid owning Department in the Owning Department Information section or you can select one from the List of Values.
The Organizational Hierarchy i-frame is read-only and is pulled from the Org Hierarchy tab of the Department Main frame.
If the location will be an inventory location, you can select the Inventory Location checkbox on the Inventory tab. This will load the Inventory Information section.
Auto-Receipt on Transfer – Select the checkbox if parts can be automatically received at this location upon transfer.
Inventory Account No – You can enter a Direct Account number here.
Immediate Issue Upon Auto Transfer – Select the checkbox if parts are to be automatically issued upon a transfer receipt.
Allow Negative Inventory Quantities – Select the checkbox if a part issue, transfer or charge will be allowed to set quantity on hand to a negative value.
Internal P.O. Overhead Cost – This value is the overhead cost associated with each purchase order expense related to ordering inventory (for example, handling or mailing costs). This value can be entered as zero, but it is required.
Inventory Carrying Cost – This value is the average percent of inventory value that it costs to maintain inventory in stock while it is not being utilized (for example, shelf cost or handling cost). This value can be zero, but it is required.
Indirect Account – This is the assigned account number for charges such as physical inventory losses and overages.
Receipt Price Variance – The allowable change in pricing, without a warning message, from prior cost. If no percentage is set here, you will be warned for any variance in price.
Must a Supervisor approve a manual requisition? – Select the checkbox if a Supervisor must approve a manually created requisition before it can be added to a purchase order. If this checkbox is cleared, the requisition will automatically move to an APPROVED status upon saving.
Must a supervisor approve an automatically created requisition? - Select the checkbox if a Supervisor must approve an automatically created requisition before it can be added to a purchase order. If the checkbox is cleared, the requisition will automatically move to an APPROVED status upon saving.
Hold Auto-Generated Part Request?– Select the checkbox if automatically generated part requests are to be placed on hold.
Wifi Enabled? - Select the checkbox if Wifi is to be enabled.
For NAPA locations, on Part Requests, require Approve/Ready Status before issue? - Select the checkbox to require that Part Requests are in an Approve/Ready Status before issuance of the part.
Email restock messages to – Enter the email address of the person who is to receive messages pertaining to restocking.
Prefix for Part PO No – Enter a prefix to be used for part PO’s if using system generated PO numbers.
Supervisor – The supervisor entered here will be the purchasing requisition approver.
This section will depend on System Flag 2093, see System Flags Table for additional details. These are the default values to be used when warranted parts are issued. Fields will be read-only unless System Flag 2093 is set to D.
Warranty Vendor – Must be a valid vendor on Vendor Main.
Warranty Code – Free form field, not validated.
Warranty Term – Length of the warranty, in months.
Warranty Usage – Can be miles, hours, kilometers, or count.
The Hazardous Contact Information field is a free form note field to enter contact information that will appear on the Bill of Lading for Hazardous Materials.
If the location will be a maintenance location, you can select the Maintenance Location checkbox on the Maintenance tab. This will load the Maintenance Location sections on this tab.
Inventory Location – If this location is not an inventory location, you must designate an inventory location. If you selected the Inventory Location checkbox on the previous tab, this field is read-only.
Warranty Account – Free form field, it is not validated.
Maint Shift – Enter the default Non-Employee Shift Code for the location or select one from the LOV. Note: You can enter up to five shifts.
Prefix for Comm PO No - Enter a prefix to be used for Commercial PO’s if using system generated Commercial PO numbers.
Employee/Group – You can enter or select a valid Employee Group or Individual Employee that has been assigned to this location to designate in the Employee/Group field.
Rebuild Location – Select the checkbox to load the Rebuild Inv Loc and Rebuild Vendor Fields.
Default Parking Location – Enter or select a valid parking location for vehicles receiving maintenance at this location.
Rebuild Inv Loc - Displays the Inventory Location and description.
Rebuild Vendor - Enter a Vendor or select from the List of Values.
Jobs Span Shifts – Select the checkbox if maintenance jobs at this location will be allowed to span across shifts.
Include Unit, Tech Spec and Using Dept WO Notes on Work Order – Select the checkbox if you want to include Work Order notes that may be attached to these Unit, Tech Spec, or Department records on Work Orders opened at this location.
Time to Notify WR Due for Assoc Units (Day(s)) – Amount of time, in days, to generate a pop-up warning message for an associated unit with a work request that is due.
Initial Downtime Status – Value entered here will be the default downtime status.
Send WO Notifications – Select the checkbox to automatically send work order notifications.
Send Job Attachments in Completed WO Notification – Select the checkbox to include job attachments in the completed WO notification.
Default Work Order Reason - Value is the visit reason for the work order.
Default Job Reason - Value is the job reason for the work order.
Print Next Scheduled Job Notice? - Select NEVER, ALWAYS, or PROMPT from the dropdown. NEVER is the default.
Work Order Number
Low – Low end of work order number range.
High – High end of work order number range.
Last Used – Last used work order number.
Note: System Flag 1059 must be set to L to use this section. See System Flags Table for additional details.
Time Reporting – From the dropdown, select Hundredths or Minutes. This is a required field.
Time Rounding – From the dropdown, select a value for time rounding. This is a required field.
Unpaid Breaks to Payroll – From the dropdown, select Yes or No to include unpaid breaks.
Time Type – The default time type for this location, enter valid type from Time Type Matrix or select one from the List of Values.
Minimum – Enter the minimum base pay for the location.
This section contains three yes or no flags for Barcode Authorization. Select the Physical Inventory, Work Orders, or Labor Entry checkbox. Select all that apply.
Span Jobs – From the dropdown select Next Day or Next Schedule Shift. If Next Schedule Shift is selected, the planner will put the next hours of a work request on the next schedule shift whether it occurs on the next day or not. For an example, a 40-hour job at a location with three-eight hour schedule shifts (day, swing, night) will have the job spread as day-swing-night-day-swing. If selecting Next Day the planner will plan the next hours for the work request on the same schedule shift on the next day, day-day-day-day-day.
Plan work to start on this schedule shift
Schedule Shift – The Plan to start work on this schedule shift is the scheduled shift that receives the first hours for the work request.
Equipment Profile - Value is the equipment profile.
Description - Value is the equipment profile description. This field automatically populates.
Bay Quantity - Value is the quantity of the equipment in the bay.
Value is the booking type.
The Product Codes tab allows you to add different product codes from Product Main to the location record.
To add a code, enter a code in the Product No field. The Description will automatically populate. Select the SAVE button after entry is complete.
The Vendor Email tab allows you to assign email address information to location vendors.
The Notifications tab is only visible when System Flag 5496 (Use Location-Specific Notifications?) is set to Y. The Location option is available on Notification Manager. After a notification is set to the location value, it will be available for configuration on this tab. See the Notification Manager Quick Reference Guide for additional details.
See the System Flags Table for a listing of all flags.
Last Update: 08/14/2020
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.