This solutions article will go over the process on how to change out a previously dispatched asset, for a new one.
We have 2 sections of this article, one containing the older/longer process and one section containing a newer process for changing out the assets after a recent update. Both methods can be used, however the new process is considered easier & quicker.
TABLE OF CONTENTS
New Process
To start, you'll need to pull up the Job on the dispatch screen
a. Select the "Dispatch" button under "Scheduling & Dispatch" in FieldVu
On the "Dispatch" page, you'll search for the job you need to switch the asset out on or find it in the Drop-down box.
a. Pull up the job by Entering the job number or selecting it from the drop-down Box
Now, you'll scroll down to the bottom to the "Dispatch In" section and find the asset you're needing to swap.
Verify the asset serial number, then select the check-box for the line and also be sure to dispatch the current asset back in on the previous day. If the asset is being replaced on 4/6/2021, dispatch-in the current asset on 4/5/2021 and then dispatch-out the new asset on 4/6/2021. If you do them both on the same date, don't fret, both dates will appear in rental billing and you'll just have to make one of them non-billable.
a. Verify the asset serial number and line
b. Select the appropriate line, change the date, and Dispatch it back in
DO NOT CANCEL THE LINE; THIS WILL COMPLETELY CANCEL THE RENTAL BILLING, INCLUDING ALL OF THE DATEs IT WAS DISPATCHED OUT ON.
After it loads, verify the line is dispatched back in by finding it in the "Dispatch out" section. It'll all have a "Pending Repair" if the check-box for repair was selected.
a. Verify the line is in the "Dispatch out" area and it contains the original asset serial number.
b. Will have "Pending Repair" if "Repair?" was checked.
Once you've verified it's in the "Dispatch-Out" area, you'll select the X next to the Asset serial number to remove it.
a. Select the "X" next to the asset serial number to remove it.
Once it's been removed, you'll now select the replacement Asset Serial Number. Once it's been selected, verify the dispatch-out date, select the line by checking the check-box, and then proceed with dispatching out the replacement asset number.
a. Select the replacement Asset Serial Number
b. Update the Dispatch-out date
c. Check the check-box for the line and then press the "Dispatch 1 Resources" button to dispatch-out.
After it's dispatched, you can scroll down to verify the new asset serial number is in the "Dispatch-In" area.
Then, you can verify that the new asset serial number is pulling up for Rental Billing by proceeding to the "Rental Billing" page, pulling up the Job and checking that the new asset pulls up.
You'll also notice, referring to the example below, that it doesn't have the billing for the same dates. If you accidentally dispatch in and out on the same day, you can just change one of the days to non-billable, so don't fret.
a. Verify that the new asset serial number is pulling up for the correct date
b. Verify that the old asset number is still available and if it was dispatched in on the same date, just make it "Non-Billable".
You are now finished.
Old Process
To start, you'll need to pull up the Job on the dispatch screen
a. Select the "Dispatch" button under "Scheduling & Dispatch" in FieldVu
On the "Dispatch" page, you'll search for the job you need to switch the asset out on or find it in the Drop-down box.
a. Pull up the job by Entering the job number or selecting it from the drop-down Box
Now, you'll scroll down to the bottom to the "Dispatch In" section and find the asset you're needing to swap.
Verify the asset serial number, then select the check-box for the line.
a. Verify the asset serial number and line
b. Select the appropriate line by Checking the check-box and Dispatch it back in
DO NOT CANCEL THE LINE; THIS WILL COMPLETELY CANCEL THE RENTAL BILLING, INCLUDING ALL OF THE DATEs IT WAS DISPATCHED OUT ON.
After it loads, verify the line is dispatched back in by finding it in the "Dispatch out" section. It'll all have a "Pending Repair" if the check-box for repair was selected.
a. Verify the line is in the "Dispatch out" area and it contains the original asset serial number.
b. Will have "Pending Repair" if "Repair?" was checked.
Once you've verified the Asset has been dispatched back-in, the recommended route is adding a new line on the Job/Service order in SAP to dispatch out the new serial number. There is an "Easy" way, but it's prone to having issues on the rental billing side, so isn't recommended.
SAP
Work Center: Service Order
View: Service Order Processing
Open SAP in a browser and proceed to pull up the Service Order number in the "Service Order" work center and "Service Order Processing" view.
Search for the service/job number, then select the line and click "Edit".
a. Search for the Service Order/Job number
b. Select the correct line
c. Click the "Edit" button.
Once the Service Order is pulled up, you'll need to add a new line in the Service & Spare Parts tab. In this instance, I copied the data from the original line, Line 230, and filled out the same information for the newly created line (Line 750)
Then, I clicked the "Submit" button and selected "Release to Service Execution" from the drop-down list.
a. Input a new line, using the same product/service data from the original.
b. Press the "Submit" button and select "Release to Service Execution".
After releasing to service execution and waiting for a few moments, the new line will appear in the "Dispatch out" area of the "Dispatch" screen.
Here, you'll verify that it's the newly created line, add the serial number for newly dispatched asset, select a date that is after the dispatch-in for the one your replacing, Select the line by checking the check-box, and then dispatch out the asset.
If you select the same day as the dispatch-in asset, it'll have both assets available for that day to bill. So, selecting the day afterwards will save you the trouble of changing one of the assets on those days to "non-billable".
a. Verify it's the same line that was added
b. Input the correct serial number.
c. Select the correct dispatch-out date, which will be the day after the dispatch-in date of the one your replacing.
d. Select the line by checking the check-box
e. Click the "Dispatch Resources" button to dispatch it.
Once the page is loaded after clicking "Dispatch Resources", scroll down and verify that the new dispatched out asset is now in the "Dispatch In" area.
a. Verify rental serial number is correct
b. Verify it's the correct line number
As a extra precaution, you can go over to the "Rental Billing" page and pull up the job that you switched out the rental assets on.
Scroll over and you can check the various settings to make sure it has the appropriate data.
a. Has the original asset and new asset numbers
b. Contains the new assets dispatch-out date
c. Original asset contains all of the appropriate billing dates and no duplicates with new asset.
You are now finished.