Categories and Types

Learn about the Categories and Types.

Joao Fonseca avatar
Written by Joao Fonseca
Updated over a week ago

Introduction

This guide will show a User how to access, add, delete or modify a category or type. Categories and types are used in a variety of places within the software. This can only be edited by a system admin.

This guide will include instructions for the following:

  1. Charge Categories

  2. Company Categories

  3. Equipment Model Types

  4. Location Categories

  5. Meter Reading Units

  6. Part Types

  7. Subcategories

  8. Tax Types

  9. Units

  10. Work Categories

  11. Overtime Rate

Definitions

Charge Categories: This is a predefined category that must be selected when adding a line item to an invoice. E.g. Labour, Materials, Shipping, Mileage, and Other.

Company Categories: This allows a grouping of similar companies together so that they can be more easily found when selecting them from the Work Order Submit Form.

Equipment Model Types: This is an umbrella term referring to the type of equipment, used to help organize Equipment Models into groups and makes sorting equipment lists much easier on the work orders submit form, and for reporting purposes, as reports are run based on Model Types.

Location Categories: A way to quickly sort through the list of locations.

Meter Reading Units: A way to group measurement units.

Part Types: This allows a grouping of similar parts together that assists in organizing an inventory list.

Subcategories: These subsets can be created based on a Work Category.

Tax Types: A way of identifying taxes when entering an invoice on a work order.

Units: A way of associating units of measurements with a task of a scheduled work order in such a way that measurable information such as temperatures, psi levels, etc. can be recorded.

Work Categories: A classification of a type of work to be done on a piece of equipment or a spare part. The primary reason for assigning Work Categories to work orders is for reporting purposes. A user can run Current Work Order reports and Maintenance History Reports based on a work category. A user can assign a Work to a Demand Work Order, a Scheduled Work Order, Equipment Models, and Parts.

Overtime Rate: This determines what multiplier should be applied to a Resource’s regular hourly rate. Typically, this is 1.5 (time and a half) or 2 (double time).

Instructions

1. To access Categories and Types, click on the “Categories And Types” tab. This can be found at both Enterprise Level and Facility Level.

2. Click on the dropdown menu “Choose Category or Type” and find the category or type to be added, modified, or removed.

1. Charge Categories

1.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

1.2 Next, click on the dropdown menu “Choose Category or Type” and find “Charge Categories”

1.3 Click on the New icon (+) located in the top right corner of the screen, to add a charge category. An empty row will appear at the top of the grid.

1.4 Under the “Name” column, type the charge category.

1.5 Click in the Facility column, and select the facility name from the dropdown that this charge category will be used for with invoices.

1.6 When finished, click the Save icon located in the top right corner of the screen to save.

1.7 To modify, click in the field to make your changes, then you must hit the Save icon to keep modifications.

1.8 To delete, put a check next to the name, and it will highlight the row. Hit the Delete Icon, located in the top right corner. Hit the Save icon to save your changes.

This will allow a User to associate the new Charge Category to an invoice from any work order.

2. Company Categories

2.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

2.2 Next, click on the dropdown menu “Choose Category or Type” and find “Company Categories”.

2.3 Click on the New icon (+) located in the top right corner, to add a company category. An empty row will appear at the top of the grid.

2.4 Click in the “Name” field and type the new charge category.

2.5 When finished, click the Save icon located in the top right corner to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

A User must now group together companies with the company categories created. A User must do so on the Companies grid.

2.6 Click in the Categories field next to any company name on the grid.

2.7 Select the category from the dropdown list.

2.8 Hit the Save icon located at the top right of the screen.

This will allow a User to filter Companies by their customized Company Category from a work order.

3. Equipment Model Types

A User can enter a sprinkler standpipe as equipment, but Valve would be the model type.

3.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

3.2 Next, click on the dropdown menu, “Choose Category or Type” and find “Equipment Model Types”

3.3 Click on the New icon (+) located in the top right corner to add an equipment model type. The very top row of the grid will empty out.

3.4  Click in the Name field and type the equipment model type.

3.5 Click in the Facility field and from the dropdown select which facility is associated.

3.6 When finished, click the save icon located in the top right, to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Equipment Model Types apply only to equipment and can be accessed through the Equipment Models grid under Facility Admin. A User typically creates the equipment model type from this grid but must go back to the Equipment Model Type grid (Categories and Types) to make any modifications or delete.

A User can also find equipment by the model type in the submit work order form. All equipment associated with the model type selected will appear on the Equipment dropdown.

4. Location Categories

4.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

4.2 Next, click on the dropdown menu “Choose Category or Type” and find “Location Categories”.

4.3 Click on the New icon (+) located in the top right corner of the screen, to add a location category. An empty row will appear at the top of the grid.

4.4 Under the “Name” column, type the location category.

4.5 Click in the Facility column and select the facility name from the dropdown that this location category will be used to organize the locations.

4.6 When finished, click the Save icon located in the top right corner of the screen to save.

To modify, click in the field to make your changes, then you must hit the Save icon to keep modifications. To delete, put a check next to the name, and it will highlight the row. Hit the Delete Icon, located in the top right corner. Hit the Save icon to save your changes.

A User can now group together locations based on the Location Categories, on the Locations grid, facility level.

5. Meter Reading Units

5.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

5.2 Next, click on the dropdown menu “Choose Category or Type” and find “Meter Reading Units”.

5.3 Click the New icon (+) to add the Meter Reading Units. The very top row of the grid will appear empty.

5.4 Click in the Name field and type in the meter reading unit.

5.5 Click in the Symbol field and create the symbol for the meter reading unit.

5.6 In the “Applicable to” field, select from the dropdown if this meter reading unit is associated with Equipment, Vehicles, or Both.

5.7 When finished, click the save icon ( ) located in the top right, to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Meter Reading Units must be associated with Equipment Models or Vehicles, on their grids, before they can be associated to Preventative Maintenance- Meter Based work orders.

6. Part Types

If there are 20 different types of Light Bulbs - 100W, CFL, LED, they are entered in as Parts, but a User can simply group them by Parts Type as “Light Bulbs”.

6.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

6.2 Next, click on the dropdown menu “Choose Category or Type” and find “Part Types”.

6.3 Click on the New icon (+) located in the top right corner to add a Part Type. The top row of the grid will appear empty.

6.4 Click in the Name field and type the part type.

6.5 Click in the Facilities field and associate this Part Type to a facility.

6.6 When finished, click on the Save icon located in the top right corner, to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Part Types are only associated with Parts. To associate part types with parts, enter the Parts grid, Facility level, and select the part type on the dropdown. A User can also create a part type directly from the Parts page by clicking on the “Add” button. The editing of any Part type must be done from the Part Types grid, Categories, and Types.

A User can run a report based on Part Types.

7. Subcategories

Subcategories are associated to Work Categories. Typically, work categories are generic, umbrella terms, so a subcategory allows you to make them more specific. For example, a work category of “Kitchen Equipment” may have a subcategory of “Oven” or “Dishwasher”.

7.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

7.2 Next, click on the dropdown menu “Choose Category or Type” and find “Subcategories”.

7.3 Click on the New icon (+) located in the top right corner to add a Subcategory. The top row of the grid will appear empty.

7.4 Click in the Name field and type the new subcategory.

7.5 Click in the Work Category field and associate this subcategory to the work category from the dropdown.

7.6 When finished, click on the Save icon () located in the top right corner, to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Subcategories can also be created or made use of on the Equipment Models grid or the Scheduled Work Order grid, Facility levels. If a Subcategory is used in association with a Work Category on either of these two grids, then you will see that information on generated work orders.

8. Tax Types

A 7% GST tax rate would be entered in as 0.07

8.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

8.2 Next, click on the dropdown menu, “Choose Category or Type” and find “Tax Types”.

8.3 Click on the New icon (+ ) located in the top right corner to add a Tax Type. The very top row of the grid will appear, empty.

8.4 Click in the “Name” field and type the name.

8.5 Click in the “Rate” field and add the rate in decimal format.

8.6 When finished, click the Save icon located in the top right corner to save the information.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Note: Now you can apply default tax types to facilities.

8.7 Click on the Facilities panel, Enterprise Admin, to open the grid.

8.8 Click in the Default Tax Type 1 and/or Default Tax Type 2 fields and select the tax type from the dropdown list.

8.9 Hit the Save icon located in the top right corner.

Tax Types can be manually selected on work orders when entering invoice information.

9. Units

Examples of units can be temp, meter, ounces, etc.

9.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

9.2 Next, click on the dropdown menu, “Choose Category or Type” and find “Units”.

9.3 Click on the New icon (+) located in the top right corner to add a Unit. The very top row of the grid will appear, empty.

9.4 Click in the “Name” field and type the name.

9.5 When finished, click the Save icon located in the top right corner to save the information.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Units are associated with tasks of a scheduled work order. To associate the unit to a task, open the Scheduled Work Order grid, Facility level. Click in the “Tasks” field to add a unit on the Tasks List pop-up window.

10. Work Categories

The primary reason for assigning Work Categories to work orders is for reporting purposes. A User can run Current Work Order reports and Maintenance History Reports based on a work category. A User can assign Work to a Demand Work Order, a Scheduled Work Order, Equipment Models, and Parts.

10.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

10.2 Next, click on the dropdown menu “Choose Category or Type” and find “Work Categories”.

10.3 Click on the New icon (+ ) located in the top right corner to add a Unit. The very top row of the grid will appear, empty.

10.4 Click in the “Name” field and type the name of the new Work Category.

10.5 When finished, click the Save icon located in the top right corner to save the information.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

Work Categories are primarily used to classify equipment and parts and applied on the corresponding grids, Facility Level. When a User created an equipment type work order, the work category will automatically show. Work Categories can also be used to run reports or work order searches.

11. Overtime Rate

11.1 Click on the “Categories and Types” tab, under Facility Admin or Enterprise Admin.

11.2 Next, click on the dropdown menu ‘Choose Category or Type’ and find ‘Overtime Rate’.

11.3 Click on the New icon (+) located in the top right corner to add a new overtime rate. The very top row of the grid will empty out.

11.4 Click in the Name field and type in the rate, for example: 1.5 (time and a half) or 2 (double time).

11.5 Click in the Facility field and from the dropdown select which facility is associated.

11.6 When finished, click the save icon located in the top right, to save.

To modify, click in the field and after any change, click the Save icon. To delete, click next to the name to highlight the whole row. Hit the delete icon located in the top right corner. You must click the Save button to keep the changes.

The Overtime Rate is usually associated with the Resources when they are adding their hours information on generated work orders.

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