To create a new Log click either :
the New button on Log Enquiry or
the New button on Log Maintenance
The Log No is a system generated sequential number based on the Next Log No set in the Locations Maintenance screen, for the Location of the profit Centre of the logged in user. This default number should not be changed.
Description
A manually entered description for this Log.
There are some options to default the description from other places, which can then be overridden
If the selected Service Agreement has a default Log Description this will populate new Logs under this Service Agreement
If Log Extension fields (see later) are set to 'Append Description' then these values default
If an Asset has an Asset Attribute of 'Log Description' then the Asset Description automatically defaults to the description
Client
If a Client is selected, this serves as the filter for the next selection of Service Agreement
Service Agreement
Displays a list of Service Agreements for selection. If a Client has already been selected, only Service Agreements for this Client will display
Service Type
Displays the Service Types allowed under the selected Service Agreement. If the Service Agreement has a default Service Type this will populate by default
Priority
Displays the Log Priorities allowed under the selected Service Agreement. If the Service Agreement has a default Log Priority, or if the selected Service Type has a default Log Priority, this will populate by default
Job Code
Select the Job Code against which the costs and revenue associated with this Log will be recorded.
If the Service Agreement has a default Job Code, this will default
Site Contact
This is a dropdown of valid Client contact people for the selected Client. These people can be entered via People Finder. Alternatively, a contact name can be manually entered. Note that it is recorded for this log only, and is not created as a person record against the Client
Invoice Contact
This is a dropdown of valid Client contact people for the selected Client. These people can be entered via People Finder. Alternatively, a contact name can be manually entered. Note that it is recorded for this log only, and is not created as a person record against the Client
Logged
The date / time when the Log was created. This is a default which can be changed. Note that all changes create audit records providing a full audit record of the history of a Log
Scheduled on Site
The date / time when the work is scheduled to be done. The calculation of this comes from the setup of the selected Log Priority for the Log, and can be changed. When this field is populated, the Log Status will automatically change to Scheduled
Arrived on Site
The date / time when the Allocated To person arrived on site to commence work. This will be recorded when the contract under which the work is being done requires this data as a KPI. This will typically be entered when the Log Sheet for the Log is returned for data entry after completion of the work, or automatically via a handheld device.
This data is optional
Service Restored
The date / time when the service being repaired has been restored e.g. for a water repair the water is back on. This will be recorded when the contract under which the work is being done requires this data as a KPI. This will typically be entered when the Log Sheet for the Log is returned for data entry after completion of the work , or automatically via a handheld device.
This data is optional.
Completed
The date / time when the work on site is Complete. This will be recorded when the contract under which the work is being done requires this data as a KPI. This will typically be entered when the Log Sheet for the Log is returned for data entry after completion of the work, or automatically via a handheld device.
When this field is populated, the Log Status will automatically change to Completed
This data is required
Finalised
The date / time when the Log is Finalised. This will follow a review by a Supervisor to confirm that the correct details have been recorded against the Log, and all Outputs for billing purposes have been recorded against the Log. When this field is populated, the Log Status will automatically change to Finalised
Logged By
Defaults to the name of the logged in user who creates the Log. The data can be changed
Dispatcher
The name of the Employee responsible for the management of this log. Where a Help Desk has multiple people, each may be responsible for the dispatch of different groups of logs, and this is the purpose of this data.
If the selected Service Agreement has a default Dispatcher, this will be used
Allocated To
The name of the Employee to whom the Log is allocated.
This may initially be a Supervisor, who will later change it to the person who will actually perform the work. There is an audit record kept of these changes in the Allocated To person.
If the selected Service Agreement has a default Allocate To person, this will be used
Status
This is the current Status of the Log, automatically changed in certain cases but able to be manually overridden.
When the Log is created, it is automatically given a Status of Logged
When the Log is given a Completed date / time, it is automatically given a Status of Completed
When the Log is given a Finalised date / time, it is automatically given a Status of Finalised
All other Statuses are manually allocated
Log Type
Log Types are manually selected from a dropdown list.
External
A checkbox indicating the work on this Log is to be done by an external party. With this ticked, the Allocated To dropdown changes to a list of suppliers and contact people able to do the work. The Create P/Order button will create a PO on this supplier.
Order No
The Client Order No for this Log (optional)