This feature is for adding, viewing, and editing equipment information, both inventory and brokered. Equipment information includes describing equipment features and specifications, equipment classification codes, ownership and cost information, associated pictures, customers quotes, and followup event information.
There are three separate description fields and several other special fields which are used to describe the features of your equipment. Each description and specification field is displayed or used in searches, so if you do not enter some information, like the equuipment manufacturer, it will limit your ability to find the equipment in searches by manufacturer, and it will also make it less likely that customers will be able to find that equipment on your website.
Top section (in pink):
Class / Sub Class:
Each item in your available equipment file needs to be assigned an equipment classification. Equipment classifications are categories that you set up to organize your equipment. Class and sub-class are probably the most frequently used organizational field used when searching for equipment. Find out more about equipment classifications in the LocPlus documentation for maintaining those classifications.
Inventory Ref. Code:
An alphanumeric code you can assign to identify this item. Some people might refer to this a the stock number. LocPlus can be setup so that you enter this code, or LocPlus can be setup to automatically assign the item a six digit sequential number. (The system option 'EquipmentDefaultRefCode' determines how LocPlus will operate on your system)
Brief description of equipment that will be used when searching for equipment. This description will often be the primary description used on quotes and reports and in other windows. (Because LocPlus allows you to customize quotes and reports, a user may choose not to use this description)
You may enter a quantity if multiple items are available. The quantity is used and updated automatically when one of these items is sold and invoiced, however quantity is not normally shown when searching equipment or on the web site.
Price at which you are currently offering this equipment. This price will be used as a default when preparing quotes (although it can be adjusted or overridden) This price may also be used in other reports. The price does not normally appear on web pages with the exception of the specials page. (Although it must be pointed out again that you may customize your web site to either show prices for all equipment or restrict the display of the prices for the equipment specials page)
Each item can be assigned a separate sales rep. This might be used if one salesperson is responsible for listing the equipment and should serve as the main contact in the event that the equipment is shown or sold.
Sold / Sales date:
If this equipment is no longer available, then this box should be checked. Entering a sales date will also help someone later determine how long the item has been off the market. This feature should be used anytime the equipment is taken off the market even if it was not sold by your company. If the equipment does not have this box checked, it will continue to be displayed during equipment searches. If you use the invoicing feature to prepare an invoice for this item, this box will be checked automatically.
Quote description tab (tan section):
Detailed quote description:
This is a long description of the equipment. This description may be of unlimmited length. This description will appear on equipment quotations and on your web site. Although this description will accept a tab character, Koala Software does not recommend the use of the tab, because it may cause the description to look odd when displayed in some formats.
Specifications tab (tan section):
Manufacturer / Model / Serial Number:
Whenever possible, enter these fields. They will make it easier for you to find the equipment in your software, and will make it easier for your customers to find the equipment on your web site. Although you can make LocPlus display the serial number on your quotes or web site, LocPlus is usually set up not to display serial numbers. Most dealers want to protect that information from prospective customers on equipment that they do not own.
Used Equipment Directory created a coding system for used manufacturing equipment that is used by many directories and by many used equipment dealers. There can be a benefit to using this code (or if you like you could use this as your primary equipment classification code) if it helps you or your customers search for equipment.
(INDEX FIELDS: Maximum of 8):
There may be several 'special' specifications that you should enter for each item. The maximum number of these special index fields is eight. The number and description of these special index fields depends on the equipment class that you assigned to the equipment. These index field typically will be important equipment specifications that are used to order or limit searches of equipment. (Find out more about index fields in the LocPlus documentation for maintaining equipment classifications) For example, on a stamping press, some important specifications are tonnage, stroke, bed width, bed depth. It is important to enter the correct tonnage, because if you search for a stamping press between 100 and 200 tons, then the item will not be displayed.
Some (or all) of the index fields may not be assigned. If they are not assigned, then the field will be disabled and you will not be able to enter the field.
(INDEX FIELDS: UED - Maximum of 3):
This is only necessary if you will be uploading information to the Used Equipment Network directory. They have assigned up to three similar 'special' specifications for each UED code. They say that entering this information will help customers find equipment on their web site.
NOTE: This is only used for the UED website. Entering information will have no value if you are not listing the item on their site. LocPlus also gives you an opportunity to enter (or review) this information before uploading to their website, so you may want to wait for that procedure if you are not sure you are going to list the item. As with the LocPlus index fields, if they don't use all three index fields, then the fields will be disabled and you will not be able to enter the information.
New / Running / Loaded / Photos / Video / Drawings :
These checkboxes can be used to indicate to you and your salespeople what information is available for this item. These fields are available to help you organize your information. They do not assist any other LocPlus function, so do not use these fields if the information isn't helpful to you. The photos / video / drawings boxes may be less useful when LocPlus is used to track each of these images. (Years ago, LocPlus did not have features to track, display, and send photos, video, and drawings)
Location of the equipment. For informational purposes. This typically is not displayed on quotes or web site. It can be added to these and it does appear on some standard reports distributed with LocPlus.
Maintain Web Page:
Check this box if you want this item included on your website. All equipment with this box checked will appear on website. (Even sold equipment)
Include on Specials Page:
Check this box if you want this item to be included on your 'specials' web site page. The item will not be on the specials page unless both this box and the 'Maintain Web Page' checkbox is checked. Usually prices will be displayed on the specials web site page. (Though you can modify this feature)
GO TO EQUIPMENT WEB SITE - Equipment web address:
The URL of a web page may be entered here. If you leave the field blank and then set the Maintain Web Page checkbox, this field will be set to your equipment web page. If this field is set, then you can press the 'GO TO EQUIPMENT WEB SITE' button and you will jump directly to the web site page.
Costs / Misc (tan section):
Date the equipment was acquired or first became available.
Owned - Ownership %:
If you own any part of this item, make sure the checkbox is checked. Enter the % of ownership (even if 100%). This is particularly important for inventory value reports.
Customers quoted (tan section):
Quotes for this equipment:
A list of the customers who have been sent a quote on this item. You may double-click on an item to bring up the quote window for that quote.
Owner / codes (tan section):
The name, address, and other information on the owner of this item. You may change the owner by pressing the 'Change Owner >>' button.
Events (tan section):
Pictures of this equipment:
A list of the pictures that have been setup in LocPlus. You may view (or remove) a picture by double-clicking on the line. To add a new picture, press the button labeled 'New' next to this list.
Make sure you enter all of the specifications when setting up new equipment. If you don't, you run the risk of not finding the equipment for a customer.