The Facility Update program allows you to add and/or update Facility Codes for use with the MainTrac module. Facilities are one of five (5) Fixed Assets in MainTrac on which jobs are performed.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
Click Save to save your changes. You will return to the Facility Management DataGrid.
Click Cancel to return to the Facility Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen. (i.e. If you are on the Core screen, click Next to continue to the PM Plans screen.)
Core
Facility Code (MTFACILITY_FacilityCode)
If you are creating a new Facility record, then enter your Facility Code in this field. Codes may be alpha and/or numeric. For Example: POTPK SBFLD 1. This is a Mandatory field for the standard VSI Design. Your Design may vary.
If you are updating an existing Facility Code then you will not visit this field.
DeleteStatus (MTFACILITY_RecordStatus)
Expand the Drop-down list to select the Status that best matches the current disposition of this Record
- Active - The item is active and ready for use. It will appear on DataGrids by default.
- Inactive - The item is inactive and not ready for use. It will appear on DataGrids only if you are opting to include Inactive items.
- Default - See below for definition.
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Maintenance DataGrid for this program and selecting one of the existing Default Options (provided at least on exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels/groups and tabs will be copied from the Default record.
"Default" status records to do not show up in Daily Processing DataGrids. They exist for the purpose of being copied only. If at any time you change the status of a Default record to Active or Inactivethen it will become a "regular record" in your database and thus appear in Daily Processing DataGrids if applicable.
Options for adding Default Records are maintained on the Permissions profile Default Record Permissions Group.
DeletePermissions (MTFACILITY_Permissions)
Click the Combo Box icon to select the Permissions code(s) you want to apply to this Facility record.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Description (MTFACILITY_Description)
Enter the Description for this Facility Code. For Example: Potter Park Softball Field 1.
DeleteAlternate Lookup (MTFACILITY_AlternateLookup)
Enter an Alternate Lookup for this record, if desired. This is a sortable column on all default Fixed Asset DataGrids.
Generally speaking, an 'Alternate Lookup' is something NOT contained in the Asset Code. For Example: An 'Alternate Lookup' for a piece of Equipment might be the barcode. For a Facility, an 'Alternate Lookup' might be the Job Number. For a Street, an 'Alternate Lookup' might be the street's other name for such instances where Main Street" is also "US Route 7 etc….
DeleteCategory (MTFACILITY_CategoryCode)
Click the Picklist icon to select the Category Code which best describes this Fixed Asset. This field appears on all five (5) Fixed Asset types, so the choice you make is dependent upon the Fixed Asset program in which you are working.
For Example: If this were an Equipment Code, then you might select an Equipment Asset Category Code, such as Truck Trailer Mower General etc…;or If this were a Facility Code, then you might select a Facility Asset Category, such as Parks Athletic Fields Open Areas Trails, Buildings etc…;or If this were a Street Code, then you might select a Street Asset Category Code, such as Street Sidewalk Rail Trail etc…; or If this were a Tree Code, then you might select a Tree Asset Category Code, such as Deciduous Evergreen Broadleaf Evergreen etc…;or If this were a Utility Code, then you might select a Utility Asset Category Code, such as Water Sewage Electric etc….This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Asset Categories are maintained in Asset Category Management. The Type is dependent upon the Fixed Asset with which you are working.Delete
Condition (MTFACILITY_ConditionCode)
Click the Picklist icon to select the Condition Code which best describes the current state of this Fixed Asset, if desired.
Condition Codes are maintained in System Code Management. The Type = <Fixed Asset Type> Condition.
DeleteLocation (MTFACILITY_LocationCode)
Click the Picklist icon to select the Location Code which best describes where this Fixed Asset is located, if desired.
Location Codes are maintained in Location Management.
DeleteFeatures (MTFACILITY_Features)
Click the Combo Box icon to select the Feature Code(s) you want to list for this Fixed Asset, if any. Multiple selection is allowed.
Feature Codes are maintained in System Code Management. The Type = <Fixed Asset Type> Feature.
DeleteParent Asset Type (MTFACILITY_ParentAssetType)
Expand the Drop-down list to select the Parent Asset Type for this Code.
THEN
Click the Picklist icon to select the Parent Code, if applicable. These fields allow you to establish Parent/Child relationships for your Fixed Assets.
- Example 1: Your Facility Code is SB FLD 1 - Bailey" (Softball Field 1 at Bailey Park). Your Parent Asset Type is "Facility" and your Parent Facility Code is "Bailey Park."
- Example 2: Your Street Code is "VT AVE 200" (The 200 block of Vermont Avenue). Your Parent Asset Type is "Street" and your Parent Street Code is "Vermont Avenue."
- Example 3: Your Tree Code is "TREE 1 Bailey" (Tree #1 at Bailey Park). Your Parent Asset Type is "Facility" and your Parent Facility Code is "Bailey Park."
If you do not use Parent/Child relationships or if this Code is a Parent itself then you can leave these fields blank if desired. You do not want to link a Parent Asset to itself.
DeleteRecTrac Facility ComboKey (MTFACILITY_RecTracFacilityComboKey)
Click the Picklist icon to select RecTrac Facility you wish to associate with this MainTrac Facility, if applicable. This field is used to reserve facilities that will be under maintenance.
RecTrac Facilities are maintained in Facility Management.
DeleteLocker Room (MTFACILITY_LockerRoom)
Click the Picklist icon to select RecTrac Locker Room you wish to associate with this MainTrac Facility, if applicable. This field is used to reserve locker rooms that will be under maintenance.
RecTrac Facilities are maintained in Facility Management.
DeleteSize (MTFACILITY_Size)
Enter a value in this field.
THEN
Expand the Drop-down list for Size Unit to select the Size (Area) measurement code which corresponds to the value you entered. For Example: 2.50" and "Acres."
Note: The entries in the Drop-down list are maintained in Unit Management. Type = Area.
DeleteSize Unit (MTFACILITY_SizeUnit)
Enter a value in this field.
THEN
Expand the Drop-down list for Size Unit to select the Size (Area) measurement code which corresponds to the value you entered. For Example: 2.50" and "Acres."
Note: The entries in the Drop-down list are maintained in Unit Management. Type = Area.
DeleteKeys Code (MTFACILITY_KeysCode)
Click the Combo Box icon to select the Key Code(s) for this Facility, if applicable.
Keys are maintained in Key Management.
DeleteContractor (MTFACILITY_Contractor)
Enter the name of the Contractor that built this Fixed Asset.
DeleteConstruction Date (MTFACILITY_ConstructionDate)
Click the Calendar icon to select the date on which the Contractor completed initial construction of this Fixed Asset.
DeleteWarranty Date (MTFACILITY_WarantyDate)
Click the Calendar icon to select the date through which the Warranty for this Fixed Asset is valid, if applicable.
DeleteEquipment GL Code (MTFACILITY_EquipmentGLCode)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Equipment option is "Fixed Asset."
Click the Picklist icon to select the GL Code you use to track equipment costs incurred when work is being performed on this Fixed Asset.
GL Codes are maintained in GL Code Management.
DeleteMaterial GL Code (MTFACILITY_MaterialGLCode)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Materials option is "Fixed Asset."
Click the Picklist icon to select the GL Code you use to track material costs incurred when work is being performed on this Fixed Asset.
GL Codes are maintained in GL Code Management.
DeleteContract GL Code (MTFACILITY_ContractGLCode)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Contracts option is "Fixed Asset."
Click the Picklist icon to select the GL Code you use to track contract costs incurred when work is being performed on this Fixed Asset.
GL Codes are maintained in GL Code Management.
DeleteLabor GL Code 1 (MTFACILITY_LaborGLCode1)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile.
Click the Picklist icon to select the GL Code you use to track Regular Pay (Salaries) for your employees when work is being performed on this Fixed Asset.
GL Codes are maintained in GL Code Management.
DeleteLabor GL Code 2 (MTFACILITY_LaborGLCode2)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor GL Code 3 (MTFACILITY_LaborGLCode3)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor GL Code 4 (MTFACILITY_LaborGLCode4)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor GL Code 5 (MTFACILITY_LaborGLCode5)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor Payroll Code 1 (MTFACILITY_LaborPayrollCode1)
You will not visit this field.
This field contains your "Regular" Payroll Code by default. Your "Regular" Payroll Code is entered into this field when the record is created.
Note: If you are using GL Codes and this field is NOT populated then it is likely you do not have a "Regular" Payroll Code established in this database. Payroll Codes are maintained in Payroll Code Management.
Labor Payroll Code 2 (MTFACILITY_LaborPayrollCode2)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor Payroll Code 3 (MTFACILITY_LaborPayrollCode3)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor Payroll Code 4 (MTFACILITY_LaborPayrollCode4)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
Labor Payroll Code 5 (MTFACILITY_LaborPayrollCode5)
This field is applicable only if the Use GL Codes option is enabled on your Static Parameters profile and then only if the GL Code Selection Preference for Labor option is "Fixed Asset."
Click the Picklist icon as needed for each premium or leave pay code you use to track pay for your employees when work is being performed on this Fixed Asset. Up to four (4) separate Pay Codes may be entered. These Pay Codes might include Overtime Double Time Leave Holiday and/or Sick etc….
THEN
Click the Picklist icon in the correspondng GL Code field to select the GL Code you use to track these premimum or leave payments.
Note: You do not want to have a Payroll Code entered without a corresponding GL Code. Likewise you do not want a GL Code listed without a correspondng Payroll Code.
Payroll Codes are maintained in Payroll Code Management. GL Codes are maintained in GL Code Management.
YTD Labor Costs (MTFACILITY_YTDLaborCosts)
You will not visit this field.
This field displays the current Year-to-Date labor costs for work performed on this Fixed Asset.
DeleteYTD Equipment Costs (MTFACILITY_YTDEquipmentCosts)
You will not visit this field.
This field displays the current Year-to-Date equipment costs for work performed on this Fixed Asset.
DeleteYTD Material Costs (MTFACILITY_YTDMaterialCosts)
You will not visit this field.
This field displays the current Year-to-Date material costs for work performed on this Fixed Asset.
DeleteYTD Contract Costs (MTFACILITY_YTDContractCosts)
You will not visit this field.
This field displays the current Year-to-Date contract costs for work performed on this Fixed Asset.
DeleteLYR Labor Costs (MTFACILITY_LYRLaborCosts)
You will not visit this field.
This field displays the last year's labor costs for work performed on this Fixed Asset.
DeleteLYR Equipment Costs (MTFACILITY_LYREquipmentCosts)
You will not visit this field.
This field displays the last year's equipment costs for work performed on this Fixed Asset.
DeleteLYR Material Costs (MTFACILITY_LYRMaterialCosts)
You will not visit this field.
This field displays the last year's material costs for work performed on this Fixed Asset.
DeleteLYR Contract Costs (MTFACILITY_LYRContractCosts)
You will not visit this field.
This field displays the last year's contract costs for work performed on this Fixed Asset.
DeleteLife Labor Costs (MTFACILITY_LifeLaborCosts)
You will not visit this field.
This field displays the lifetime-to-date labor costs for work performed on this Fixed Asset.
DeleteLife Equipment Costs (MTFACILITY_LifeEquipmentCosts)
You will not visit this field.
This field displays the lifetime-to-date equipment costs for work performed on this Fixed Asset.
DeleteLife Material Costs (MTFACILITY_LifeMaterialCosts)
You will not visit this field.
This field displays the lifetime-to-date material costs for work performed on this Fixed Asset.
DeleteLife Contract Costs (MTFACILITY_LifeContractCosts)
You will not visit this field.
This field displays the lifetime-to-date contract costs for work performed on this Fixed Asset.
DeletePurchase Price (MTFACILITY_PurchasePrice)
Enter the amount for which this Facility was purchased.
DeleteAdded Value (MTFACILITY_Addedvalue)
Enter the estimated dollar value that has been added to this Facility due to modifications that have been made since its purchase. Generally speaking this number can be derived by subtracting the Purchase Price from the most recent appraisal.
DeleteUseful Life (MTFACILITY_UsefulLife)
Enter a value in this field that equates to the number of years that this Facility is expected to function.
DeleteSalvage Value (MTFACILITY_SalvageValue)
Enter the salvage price (aka: scrap value) for this Facility record. This is the amount for which this asset can be sold at the end of its useful life.
DeleteReplacement Cost (MTFACILITY_ReplacementCost)
Enter the cost estimate for replacing this Facility.
DeleteSale Date (MTFACILITY_SaleDate)
Click the Calendar icon to select the date on which this Facility was sold.
DeleteGIS MapID (MTFACILITY_GISMapID)
Enter the Geographic Information Services (GIS) Map ID you wish to use for this record, if desired. When displaying this Fixed Asset / Location / Customer on a map, the value you enter here will be used to identify it.
DeleteGIS Y Coordinate (MTFACILITY_GISYCoordinate)
Enter the Geographic Information Services (GIS) 'Y' Coordinate (Latitude) for this record. For locations in North America, this will be a positive value. For Example: 38.889280.
DeleteGIS X Coordinate (MTFACILITY_GISXCoordinate)
Enter the Geographic Information Services (GIS) 'X' Coordinate (Longitude) for this record, if desired. For locations in North America, this will be a negative value. For Example: -77.050213.
DeleteNotes (MTFACILITY_SpecialUseNotes)
Enter notes and comments, as needed, to list specific issues pertaining to this Fixed Asset. Notes entered here print on Work Orders for this Fixed Asset. This field will accept up to 30,000 characters.
DeletePM Plans
(MTFACILITYUpdate_PMdatagrid)
The Preventive Maintenance Plans (PM Plans) DataGrid allows you to Add Change Delete and view all applicable PM Plans linked to this Fixed Asset. By default the PM Plans DataGrid displays the PM Code Date of Last Maintenance Due Date Due Usage and Usage Due for each PM Plan linked to this Fixed Asset. Your set up may vary.
From the bottom of the DataGrid….
Click Add to continue to the PM Plan Update screen where you may Add a new Preventive Maintenace plan to this Fixed Asset.
Highlight/select a record in the DataGrid and click Change to continue to the PM Plan Update screen where you can edit settings for the plan.
Highlight/select a record and click Delete to remove it from the DataGrid.
Notes: PM Plans can also be Added to Changed and/or Deleted from Fixed Assets using the PM Plan Management program. A PM Plan created in PM Plan Management and linked to a Fixed Asset will show up in this DataGrid. Similarly a PM Plan created from this DataGrid will show up in the PM Plan Management DataGrid. The same holds true in the event you Delete a PM Plan.
Linked Tasks
Linked Tasks (MTFacilityUpdate_LinkedTasksDataGrid)
The Linked Tasks DataGrid allows you to Add Change Delete and view all applicable Tasks linked to this Fixed Asset. By default the Linked Tasks DataGrid displays the Task Type Category Estimated Time Monthly Estimated Time Notes and Inspection Form Code for each Task linked to this Fixed Asset. Your set up may vary.
From the bottom of the DataGrid….
Click Add to continue to the Asset Tasks Update screen where you may Add a new Task to this Fixed Asset.
Highlight/select a record in the DataGrid and click Change to continue to the Asset Tasks Update screen where you can edit settings for the Task.
Highlight/select a record and click Delete to remove it from the DataGrid.
Note: Task Codes are maintained in Task Code Management.