Plant Policy Maintenance screen - Main tab

Policy Code: a Code up to 10 characters

Active Policy: a checkbox to be ticked when a Policy is made Inactive

Parent Policy Code: used where the service basis changes through the life of the Plant Item. E.g. A new vehicle may require servicing at 5,000kms, 10,000kms and 50,000kms. There would be a Policy for each of these services. The 10,000kms Policy would have the 5,000km Policy as its parent. The 50,000kms Policy would have the 10,00kms Policy as its parent. Then on completion of a Plant Service Order (PSO) created under the 5,000kms policy, a new PSO will be automatically created using the 10,000kms policy, because of the parent structure established

Description: the Policy Description up to 50 characters

Recurring PSO's: where the service is recurring (e.g. every 5,000 Kms) a future PSO is created on completion of the current PSO. This recurring basis can be 'From Start' (the service interval is calculated from when the service is initiated), 'From Completion' (the service interval is calculated from when the service is completed), or 'None' (the service is a one off and no future PSO is automatically created)

Service Type: select from the dropdown list. These are user definable (see Setup section). Can be blank

Location: select a valid Plant Location from the dropdown list. Can be blank

Plant Group: select a valid Plant Group from the dropdown list. Can be blank, but Policies would typically be set up to apply to a specific Plant Group, and optionally a Plant Class within that Plant Group

Plant Class: select a valid Plant Class from the dropdown list (which will be only those Plant Classes within the selected Plant group if a Plant Group has been chosen as above). Can be blank, but Policies would typically be set up to apply to a specific Plant Group, and optionally a Plant Class within that Plant Group

Plant Code: is a valid Plant Code if the service under this policy is for a specific Plant Item. Typically this would be blank, as it is expected that a Policy would apply across multiple Plant Items

Job Code: this is the Job Code against which the costs of the service are to be expensed.
Where these costs are to go against the Plant Item itself, the 'Use Plant Job' checkbox should be ticked, and the Job Code field will be left blank. In this case the costs will go against the Plant Item designated on the Plant Service Order created from this Policy.
Where these costs are to go against a separate job set up for this instance of the service, a Job Code will be created and designated on the Plant Service Order created from this Policy.
This field will therefore normally be left blank on a Policy.

Activity Group: is the Activity group containing the list of Activity Codes which are allowed to be used for this type of service. Where Cost Sheets are used (see later) for listing labour and material requirements for the service, they are limited to these Activity Codes.

Job Template: where a new job is to be created for each instance of the service under this Policy, a job template can be defined which defaults as the job Template when creating the Job Code for a Plant Service Order under this Policy.

Meter Code: is the meter code to be used in determining the Start Date for a service. E.g. if a service is due at 10,00 Kms, then it is the reading on this meter that will prompt for this service being due.

Service Interval: is the frequency of the service under this policy. E.g. 5,000 where a service is required every 5,000 Kms. Note that the units e.g. Kms, must be in the same unit as the meter.

Assumed Daily Rate: is the assumed plant usage, in the units as defined for the meter. This is defined more fully in a separate section, but is essentially the expected usage of the plant and is used to estimate when a service may be due. E.g. if the Assumed Daily Rate is 200kms, and the service is a 5,000 km service, then the expected timing between services will be 5,000 / 200 = 25 days. Note that the Assumed Daily Rate is automatically maintained from meter readings on a Plant Item by Plant Item basis, as described later. The value entered here for the Policy is therefore just an initial default to be automatically updated through plant usage.

Lead Time Days: is the number of days prior to the start of the service when someone needs to be advised of the upcoming service. Used for reporting only.

Lead Meter Units: the number of meter units prior to the start of the service when someone needs to be advised of the upcoming service. Used in reporting only

Elapsed Duration Hours: the time the service is expected to take to perform, in hours

Created Date: the system date when the Policy was first created

Edited Date: the system date when the Policy was last edited

General Status: user definable Statuses for the Policy (see setup section)

Policy Status: system controlled Statuses selectable from the dropdown

Details: user defined text describing the Policy in appropriate detail

Priority:

Plant Policy Maintenance screen – Cost Sheets tab

The expected Costing for the service under this policy can be defined in these Cost Sheets
The Cost Sheet structure is part of the Quotations module, and the usage of Cost Sheets is covered in the Quotations Manual

Note that the costing entered on the Cost Sheets can become the budget on the Job created to manage the costs of a service under this policy.
The costing can also be used as a Materials List for the service, passing through to the Procurement Module for purchasing or issuing from stock.

Plant Policy Maintenance screen – Other Details tab
Additional information is provided here:

Client Account: the Client Company to appear on the Job under which the service is being performed

Client Contact: a contact at the Client Company

Price Code: the Price Code to be used where Cost Sheets are employed and the service costs are to be billed externally

Default Report: the default report to be used when printing this Policy

PSO Default Report: the default report to be used when printing Plant Service Orders originating from this Policy