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User Guide: Asset Repair Requisitions

This document illustrates how to review asset details, request repair estimates and approve existing estimates using the Asset Delivery Request module.

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This document is provided under the terms outlined in the Integrated Business Applications End User License Agreement.

If you do not understand, accept and agree to be bound by the End User License Agreement, do not use this document or any of the procedures discussed herein.

You should read this document from beginning to end before proceeding with the procedures or steps discussed and or outlined.

Please report any errors and or omissions by e-mailing our Technical Support Team at service@ascs.ca.

Audience

This document is designed for the Integrated Business Applications (IBA) end user. This person should be proficient in the use of standard web browser but will not require advanced technical knowledge.

Instructions and Screenshots

The instructions and screenshots presented within this document are based on the IBA version available when the document was published.

Module Overview

The Asset Repair Requisitions module is one of three modules available in the IBA asset management system. The Asset Repair Requisitions module provides a list of assets requiring repairs. This module will allow you to review asset details, request repair estimates and approve existing estimates.

When an asset on the Asset List is repaired, it is automatically removed from the Asset Repair Requisitions module and moved over to the Asset Delivery Request Module (discussed in the Asset Delivery Request User Guide).

Accessing the Asset Delivery Request Module

To access the Asset Repair Requisitions module, select Asset Repair Requisitions from the IBA Main Menu, or click the Asset Repair Requisitions module icon on the Main Icon Menu (See Figure 1).
Figure 1
Figure01

Navigating the Asset Delivery Request Module

Viewing the Repairs Pending Asset List

After opening the Asset Repair Requisitions module, you will be presented with an organized list of all assets that are pending repairs. By default, the Asset List is sorted by Asset Tag. The Asset List can be sorted by either the Asset Tag or Profile (type of asset). You can narrow the list by applying a Profile Filter and you can also switch on or off Record Paging. The follow sections discuss these system capabilities in more detail (See Figure 2).
Figure 2
Figure02

Sorting Assets

The Asset List can be sorted by either Asset Tag or Profile. To sort by Asset Tag, click the Order by Asset Tag link. To sort by Profile, click the Order by Profile link (See Figure 3).
Figure 3
Figure03

Filtering Assets

Assets can be filtered by Profile (type of asset). To apply a Profile Filter, select a Profile from the Filter Assets by Profile dropdown ─ located on the upper right side of the screen. The Filter Assets by Profile Bar will turn red when a filter is applied. (See Figure 4).
Figure 4
Figure04
The Assets Filter is removed by selecting the All Profiles option from the Filter Assets by Profile (See Figure 5).
Figure 5
Figure05

Record Paging

Assets are listed 10 per page by default. You can list all assets on a single page by clicking the Turn Paging Off link ─ located at the bottom of the screen. Paging can be turned back on by clicking the Turn Paging On link (See Figure 6).
Figure 6
Figure06
The speed at which the Asset List will load into your web browser may slow down when you turn paging off. The system administrator has the ability to limit the total number of assets that are listed on a single page. You will know this has occurred by the presence of an orange bar at the bottom of the Asset List (See Figure 7).
Figure 7
Figure07
Note

When the orange bar appears (See Figure 7), you will need to use the system search features to find the required asset. The system search features are discussed later in this document.

Viewing Asset Details

There are two methods of viewing Asset Details.

Method 1:

Click on either the Asset Tag, Profile, Status, Estimate or [Detail] link. This will open the Asset Detail screen (See Figure 8).
Figure 8
Figure08

Method 2:

Click on the Asset Information link [?]. This link is represented by two square brackets enclosing a question mark [?] (See Figure 9).
Figure 9
Figure09

Searching Asset Records

There are two methods of searching Asset Records.

Method 1:

Click on the Asset Search link ─ located the upper menu bar (See Figure 10).
Figure 10
Figure10
Enter any portion of the Asset Tag (or the full asset tag) and then click the Search button (See Figure 11).
Figure 11
Figure11
The search results returned by this method will include the Asset Tag, Profile, Status, Estimate and a [Detail] link fields. You can click on either of these links to open the Asset Detail screen (See Figure 12).
Figure 12
Figure12
The Search Results returned by Method 1 will also include an Asset Information [?] link. Clicking this link will open an Asset Information Screen. You can open the Asset Detail screen by clicking the Open Asset Detail button located on the Asset Information screen (See Figure 13).
Figure 13
Figure13

Method 2:

Click on the Asset Power Search link ─ located the upper menu bar (See Figure 14).
Figure 14
Figure14
Select a Profile to search and then click the Proceed button (See Figure 15).
Figure 15
Figure15
Enter text into any field you would like to search on and then click the Search button (See Figure 16).
Figure 16
Figure16
The search results returned by Method 2 will include all available Asset Properties as well as a [Detail] link. You can click on either of these links to open the Asset Detail screen (See Figure 17).
Figure 17
Figure17
The Search Results returned by Method 2 will also include an Asset Information [?] link. Clicking this link will open an Asset Information Screen. You can open the Asset Detail screen by clicking the Open Asset Detail button on the Asset Information screen (See Figure 18).
Figure 18
Figure18

Requesting Repair Estimate

If there is no Repair Estimate available for an asset, the letters NA will appear in the Estimate column on the Asset List and the Asset Detail screen, when opened, will display both the Asset Detail and Estimate Request form (See Figure 19).
Figure 19
Figure19
To request an Estimate, simply place a checkmark in the Confirm Request checkbox and click the Request Estimate button (See Figure 20).
Figure 20
Figure20
Note

Entering Notes into the Asset Request Form is optional. You do not need to enter any asset identification or personal contact information in the Notes field. The IBA asset management system will add these details to your request automatically.

Approving a Repair Estimate

When an asset has an Estimate waiting approval, the text ApprovalPending will appear in the Estimate column on the Asset List (See Figure 21).
Figure 21
Figure21
The Asset Detail screen will display both the Asset Detail as well as the Estimate waiting approval when an asset has an Estimate waiting approval (See Figure 22).
Figure 22
Figure22
To approve the Estimate, select Approve from the Estimate dropdown, place a checkmark in the Confirm Response checkbox and click the Proceed Button (See Figure 23).
Figure 23
Figure23
Enter your Authorization Code (Auth. Code), place a checkmark in the Confirm Authorization Code checkbox, enter any notes you may have (optional) and then click the Save button (See Figure 24).
Figure 24
Figure24
After a Repair Estimate has been approved, the text Approved will be displayed in the Estimate column on the Asset List (See Figure 25).
Figure 25
Figure25
Note

Some systems may be configured to not require Auth. Codes. When configured in this way, the Auth. Code field and Confirm Authorization Code checkbox will not be visable. If this is the case, simply enter any optional notes and then click the Save button to complete the approval.

The following summarizes the possible Estimate column values and their meanings (See Table 1).
Table 1
Text Value Meaning
NA No Estimate has been attached to the asset pending repair.
ApprovalPending An estimate has been attached to the asset pending repair. Approval of the Estimate is pending.
Approved An Estimate has been attached to the asset pending repair. The Estimate has been Approved.
RepairComplete An Estimate has been attached to the asset pending repair. The Estimate has been Approved. Repairs to the asset have been completed. The asset will be flagged as Available shortly. The Asset will be removed from the Asset Repair Requisitions module and show as Available in the Asset Delivery Request module when flagged as Available.
Additional Information
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© Integrated Business Applications
All Rights Reserved




End User
License Agreement (EULA)




Website
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