USER’S GUIDE

6.0 SQL SERVER EDITION

Datastream Systems, Inc. is the sole owner of this documentation and may change this documentation without
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2004 Datastream Systems, Inc. All rights reserved.

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January 2004
MP2 Professional 6.0 SQL Server Edition User’s Guide
2050-000026-0000-0 Rev. B
CONTENTS

1 ! Introduction............................................................................................... 1
New Features....................................................................................................................................2
MP2 Modules ....................................................................................................................................4
MP2 Documentation Set ...................................................................................................................5
Organization ..................................................................................................................................5
Conventions ...................................................................................................................................6
Adobe Acrobat Files.......................................................................................................................6
MP2 Wizards.....................................................................................................................................6
MP2 Sample Data .............................................................................................................................7
Tips of the Day ..................................................................................................................................7
MP2 Help ..........................................................................................................................................7

2 ! Basics ..................................................................................................... 9
Starting MP2 ...................................................................................................................................10
Operating the MP2 Main Window....................................................................................................11
Menu Bar .....................................................................................................................................11
Quick Access Bar.........................................................................................................................12
Toolbar.........................................................................................................................................12
Hot Keys ......................................................................................................................................14
Keyboard Shortcuts .....................................................................................................................14
Customizing the MP2 Desktop ........................................................................................................15
Customizing Field and Form Colors .............................................................................................15
Customizing the Quick Access Bar ..............................................................................................16
Customizing the Toolbar ..............................................................................................................17
Data Entry .......................................................................................................................................18
Printing Data Collection Forms.....................................................................................................18
Guidelines for Entering Data ........................................................................................................18
Entering Data in Sequence ..........................................................................................................18
Forms..............................................................................................................................................20
Form Toolbar ...............................................................................................................................21
Switching Among Open Forms ....................................................................................................22

III
 Opening Previously Opened Forms .............................................................................................22
Viewing Information in List View and Record View.......................................................................22
Selecting Items ............................................................................................................................23
Saving the Layout of Forms .........................................................................................................24
Closing Forms and Dialog Boxes .................................................................................................24
Records...........................................................................................................................................25
Inserting Records.........................................................................................................................25
Editing Records............................................................................................................................25
Copying and Pasting Records......................................................................................................26
Searching for Records .................................................................................................................26
Customizing Searches ...........................................................................................................27
Filtering Records..........................................................................................................................28
Defining New Filters...............................................................................................................28
Modifying Filters.....................................................................................................................29
Applying and Removing Filters ..............................................................................................30
Deleting Filters .......................................................................................................................30
Sorting Records ...........................................................................................................................30
Sorting Records by an Individual Field...................................................................................31
Sorting Records by Multiple Fields.........................................................................................31
Attaching Multimedia Files ...........................................................................................................32
Deleting Records .........................................................................................................................32
Record Locking ............................................................................................................................33
Fields ..............................................................................................................................................33
Entering Information into Fields....................................................................................................33
Adding Information to User-defined Fields ...................................................................................34
Rearranging and Resizing Fields .................................................................................................34
Entering Dates into Fields ............................................................................................................35
Entering Times into Fields............................................................................................................35
Lookup Forms .................................................................................................................................36
Selecting Values from Standard Lookup Forms ...........................................................................36
Selecting Values from Multiple-record Lookup Forms ..................................................................36
Changing Warehouses....................................................................................................................37
Saving Files.....................................................................................................................................38
Exiting MP2 .....................................................................................................................................39

3 ! Labor ..................................................................................................... 41
Entering Initial Labor Information.....................................................................................................42
Creating Employee Records............................................................................................................42
Adding Employee Information ......................................................................................................42
Adding Training Information .........................................................................................................43
Adding Wage Information.............................................................................................................44
Entering Attendance Exceptions .....................................................................................................45
Purging Timekeeping Records ........................................................................................................46

IV CONTENTS
 4 ! Vendors and Manufacturers ........................................................................... 47
Entering Initial Vendor Information ..................................................................................................48
Creating Vendor Lists ..................................................................................................................48
Entering Exchange Rate Information ...........................................................................................48
Entering Tax Information..............................................................................................................49
Creating Vendor Records ................................................................................................................50
Adding Vendor Information ..........................................................................................................50
Adding Items Supplied by Vendors ..............................................................................................51
Specifying the Ordering Method...................................................................................................52
Adding Vendor Notes ...................................................................................................................53
Adding Representative Information ..............................................................................................54
Viewing Active Purchase Orders .....................................................................................................55
Viewing Purchase Order Statistics ..................................................................................................55
Creating Manufacturer Records ......................................................................................................56
Adding Manufacturer Information .................................................................................................56
Adding Manufacturer Notes .........................................................................................................57

5 ! Equipment ............................................................................................... 59
Entering Initial Equipment Information.............................................................................................60
Creating Location and Sub-location Records ..................................................................................60
Creating Equipment Records ..........................................................................................................62
Adding Equipment Information .....................................................................................................62
Adding Financial Information........................................................................................................63
Adding Safety Information............................................................................................................64
Managing Spare Parts.....................................................................................................................64
Creating Spare Parts Lists ...........................................................................................................65
Adding Spare Parts Lists to Equipment Records..........................................................................65
Updating Spare Parts Lists ..........................................................................................................66
Viewing Spare Parts Availability...................................................................................................67
Recording Meter Readings..............................................................................................................68
Adding Meter Information.............................................................................................................68
Updating Meter Readings ............................................................................................................69
Creating Component Hierarchies ....................................................................................................70
Managing Service Contracts ...........................................................................................................72
Creating Service Contract Records..............................................................................................72
Adding Service Contracts to Equipment Records.........................................................................73
Recording Service Contract Payments ........................................................................................73
Viewing Equipment Covered Under Service Contracts ................................................................74
Creating Nameplates and Equipment Variables ..............................................................................75
Creating Nameplate Records .......................................................................................................75
Entering Nameplate Information...................................................................................................76
Creating Equipment Variable Records .........................................................................................76
Entering Equipment Variable Information.....................................................................................78
Editing and Viewing Nameplates and Equipment Variables .........................................................78

CONTENTS V
 Calculating Equipment Maintenance Costs .....................................................................................79
Calculating Total Equipment Costs ..............................................................................................79
Calculating Asset Values .............................................................................................................79
Viewing Equipment History..............................................................................................................80

6 ! Inventory................................................................................................. 81
Entering Initial Inventory Information ...............................................................................................82
Creating Inventory Records.............................................................................................................82
Adding Inventory Information .......................................................................................................82
Adding Stock Information .............................................................................................................83
Adding Ordering Information ........................................................................................................84
Editing Unit Cost Information .......................................................................................................85
Specifying Substitute Items..........................................................................................................86
Assigning Vendors to Items .........................................................................................................86
Adding Specifications and Notes..................................................................................................87
Receiving Inventory Items ...............................................................................................................88
Viewing Inventory Availability ..........................................................................................................89
Printing Inventory Item Labels .........................................................................................................90
Checking Out Inventory Items .........................................................................................................90
Returning Inventory Items ...............................................................................................................92
Checking Out and Returning Multiple Inventory Items.....................................................................93
Adjusting Stock Levels ....................................................................................................................94
Moving Items Within a Warehouse..................................................................................................95
Moving Items Between Warehouses ...............................................................................................96
Counting Inventory ..........................................................................................................................97
Step 1: Printing Counting Sheets and Counting Inventory............................................................97
Step 2: Entering and Posting Counts ...........................................................................................97
Step 3: Printing the Adjustment Report ........................................................................................98
Viewing Reserved Parts ..................................................................................................................99
Viewing Warehouse Information......................................................................................................99
Calculating Inventory Usage..........................................................................................................100
Calculating Inventory Costs...........................................................................................................101
Performing ABC Analysis ..............................................................................................................101
Classifying Inventory Items ........................................................................................................102
Interpreting ABC Analysis Reports.............................................................................................103
Performing EOQ Analysis .............................................................................................................103
Viewing Inventory Transaction History ..........................................................................................105

7 ! Scheduling .............................................................................................107
Scheduling Site Operations ...........................................................................................................108
Specifying the Normal Site Work Week .....................................................................................108
Specifying Site Scheduling Exceptions ......................................................................................109
Scheduling Employees..................................................................................................................110
Specifying Regular Employee Hours..........................................................................................110
Specifying Single-Day Employee Scheduling Exceptions ..........................................................111

VI CONTENTS
 Specifying Multiple-Day Employee Scheduling Exceptions ........................................................111
Recording Equipment Downtime for Reference.............................................................................112
Scheduling Work Orders ...............................................................................................................113
Projecting the Work Order Schedule..........................................................................................113
Viewing the Work Order Schedule .............................................................................................114
Scheduling, Rescheduling, and Unscheduling Work Orders ......................................................115
Viewing Labor Utilization............................................................................................................116
Assigning Labor to Work Orders ................................................................................................117
Filtering Labor Information .........................................................................................................118
Printing Work Orders .................................................................................................................118

8 ! Tasks ................................................................................................... 119

Planning Preventive Maintenance Systems ..................................................................................120
Planning In-Service Tasks .........................................................................................................120
Planning Multiple-Equipment Tasks ...........................................................................................120
Planning Shadowed Tasks.........................................................................................................121
Planning Metered Tasks ............................................................................................................123
Scheduling Tasks by One Meter ..........................................................................................123
Scheduling Tasks by Multiple Meters...................................................................................123
Scheduling Tasks by Meter and Date ..................................................................................123
Creating Task Instruction Lists ......................................................................................................124
Creating Task Records..................................................................................................................124
Adding Task Information ............................................................................................................124
Adding Detailed Information.......................................................................................................126
Adding Parts Information............................................................................................................128
Adding Shadow Information .......................................................................................................128
Recalculating Labor Hours ............................................................................................................129
Recalculating Task Durations........................................................................................................130
Projecting Tasks for the Year ........................................................................................................131

9 ! Work Requests ........................................................................................ 133

Creating Tenant Records ..............................................................................................................134
Creating and Submitting Call-in Requests.....................................................................................135
Scheduling Call-in Requests .........................................................................................................136
Viewing Tenant Request Status ....................................................................................................137
Creating On-site Request Records................................................................................................137
Approving On-site Requests..........................................................................................................138
Editing On-site Request History ....................................................................................................139
Removing On-site Request History ...............................................................................................140

10 ! Work Orders ........................................................................................... 141

Entering Initial Work Order Information .........................................................................................142
Generating Work Orders ...............................................................................................................142
Selecting Records for Generation ..............................................................................................143
Sorting Records for Generation..................................................................................................144
Projecting Available Craft Hours ................................................................................................145

CONTENTS VII
 Selecting Work Orders to Release .............................................................................................145
Determining Scheduled Start Dates ...........................................................................................146
Creating Project Records ..............................................................................................................147
Creating Work Order Records .......................................................................................................148
Adding Work Order Information..................................................................................................148
Adding Equipment and Location Information..............................................................................149
Adding Employee Labor Information ..........................................................................................150
Adding Contract Labor Information ............................................................................................150
Adding Required Parts ...............................................................................................................151
Adding Scheduling Information ..................................................................................................151
Adding Comments .....................................................................................................................152
Refreshing Work Priority ...............................................................................................................153
Printing Work Orders.....................................................................................................................153
Printing Individual Work Orders..................................................................................................153
Printing Multiple Work Orders ....................................................................................................154
Updating Information Before Closing.............................................................................................154
Updating Individual Work Orders ...............................................................................................154
Updating Multiple Work Orders ..................................................................................................155
Updating Meter Readings ..........................................................................................................156
Updating Contract Labor Information .........................................................................................157
Viewing Work Order Costs ............................................................................................................157
Closing Work Orders .....................................................................................................................158
Closing Individual Work Orders..................................................................................................158
Closing Multiple Work Orders ....................................................................................................159
Editing Work Order History............................................................................................................159
Calculating Work Order Productivity..............................................................................................160

11 ! Quotations ..............................................................................................163
Generating Quotations ..................................................................................................................164
Creating Quotation Records ..........................................................................................................165
Printing Quotations........................................................................................................................167
Printing Individual Quotations ....................................................................................................167
Printing Multiple Quotations .......................................................................................................167
Generating Requisitions from Quotations ......................................................................................167
Purging Quotations........................................................................................................................168

12 ! Requisitions............................................................................................169
Guidelines for Generating Requisitions .........................................................................................170
Generating Requisitions ................................................................................................................170
Creating Requisition Records........................................................................................................171
Calculating Requisition Costs........................................................................................................173
Managing Requisition Approval.....................................................................................................173
Pre-approving Requisitions ........................................................................................................174
Approving Requisitions ..............................................................................................................175
Unapproving Requisitions ..........................................................................................................175

VIII CONTENTS
 Selecting the Purchasing Vendor ..................................................................................................175
Printing Requisitions......................................................................................................................176
Printing Individual Requisitions ..................................................................................................176
Printing Multiple Requisitions .....................................................................................................176
Adding Requisition Line Items to Purchase Orders .......................................................................177
Removing Requisition Line Items from Purchase Orders ..............................................................178
Viewing Receipt Information..........................................................................................................178
Viewing Return Information ...........................................................................................................179

13 ! Purchase Orders ...................................................................................... 181

Entering Initial Purchase Order Information...................................................................................182
Generating Purchase Orders.........................................................................................................182
Creating Purchase Order Records ................................................................................................183
Adding Purchase Order Information...........................................................................................183
Adding Line Item Information .....................................................................................................184
Adding Order Information...........................................................................................................185
Editing Purchase Order Addresses ............................................................................................186
Adding Tax Information ..............................................................................................................187
Creating Blanket Purchase Orders................................................................................................188
Step 1: Setting Up Blanket Purchase Orders .............................................................................188
Step 2: Generating Requisitions for Blanket Purchase Orders...................................................188
Step 3: Approving Requisitions for Blanket Purchase Orders ....................................................189
Step 4: Generating Blanket Purchase Orders ............................................................................190
Changing the Purchase Order Status............................................................................................190
Calculating Purchase Order Costs ................................................................................................191
Printing Purchase Orders ..............................................................................................................191
Printing Individual Purchase Orders...........................................................................................192
Printing Multiple Purchase Orders..............................................................................................192
Faxing Purchase Orders ...............................................................................................................193
Step 1: Installing the Fax Program .............................................................................................193
Step 2: Entering the Fax Program Name ...................................................................................193
Step 3: Setting up Vendor Information .......................................................................................193
Step 4: Faxing Purchase Orders ................................................................................................193
Receiving Line Items .....................................................................................................................194
Returning Line Items .....................................................................................................................196
Setting the Invoice Number ...........................................................................................................197
Viewing Line Item Status...............................................................................................................197
Viewing Line Item Status Audit History..........................................................................................199
Viewing Purchase Order Revisions ...............................................................................................199
Closing Purchase Orders ..............................................................................................................201
Closing Individual Purchase Orders ...........................................................................................201
Closing Selected Purchase Orders ............................................................................................201
Closing Completed Purchase Orders.........................................................................................202
Editing Purchase Order History .....................................................................................................202
Editing Purchase Order Receipt History ........................................................................................203

CONTENTS IX
14 ! Asset Management....................................................................................205
Entering Initial Asset Information...................................................................................................206
Generating Asset Locations ..........................................................................................................206
Creating Asset Location Records ..................................................................................................207
Generating Asset Numbers ...........................................................................................................207
Creating Asset Records ................................................................................................................208
Viewing Assets for Each Location .................................................................................................209
Counting Assets ............................................................................................................................209
Step 1: Printing Counting Sheets ...............................................................................................209
Step 2: Entering and Posting Counts .........................................................................................210
Step 3: Printing the Adjustment Report ......................................................................................210

15 ! Budgeting...............................................................................................211
Analyzing Budgets ........................................................................................................................212
Printing Budget Reports and Graphs.............................................................................................213
Clearing the Current Budget..........................................................................................................213

16 ! Statistical Predictive Maintenance .................................................................215

Creating SPM Records..................................................................................................................216
Recording SPM Readings .............................................................................................................218
Generating Work Orders Using SPM Limits ..................................................................................219
Viewing Daily Averages.................................................................................................................220
Calculating Means and Standard Deviations .................................................................................220
Purging SPM Readings .................................................................................................................221

17 ! Reports, Graphs, and Labels ........................................................................223

General Procedures for Reports, Graphs, and Labels...................................................................224
Selecting Reports, Graphs, or Labels ........................................................................................224
Specifying Page Layout and Print Information ...........................................................................224
Selecting Records......................................................................................................................226
Sorting Records .........................................................................................................................227
Selecting the Warehouses .........................................................................................................228
Previewing Report, Graph, and Label Data................................................................................229
Previewing Reports and Labels..................................................................................................229
Changing the Printer ..................................................................................................................230
Printing Reports, Graphs, and Labels ........................................................................................230
Exporting Reports, Graphs, and Labels .....................................................................................230
Emailing Reports, Graphs, and Labels.......................................................................................231
Opening Existing Reports, Graphs, and Labels .........................................................................233
Reports .........................................................................................................................................234
Selecting Report Fields ..............................................................................................................234
Customizing Report Headers and Footers .................................................................................235
Report List .................................................................................................................................236
Assets..................................................................................................................................236
Equipment............................................................................................................................236
Inventory ..............................................................................................................................238

X CONTENTS
 Labor ...................................................................................................................................240
Purchasing...........................................................................................................................240
Scheduling ...........................................................................................................................243
Statistical Predictive Maintenance........................................................................................244
Tasks ...................................................................................................................................244
Work Requests ....................................................................................................................245
Work Orders ........................................................................................................................248
Graphs ..........................................................................................................................................252
Selecting the Graph Type ..........................................................................................................252
Specifying Graph Options and Titles..........................................................................................253
Previewing Graphs.....................................................................................................................254
Graph List ..................................................................................................................................254
Scheduling ...........................................................................................................................254
Statistical Predictive Maintenance........................................................................................255
Work Requests ....................................................................................................................255
Work Orders ........................................................................................................................256
Work Order Analysis and Inventory Analysis .......................................................................256
Labels ...........................................................................................................................................257
Modifying Label Layouts ............................................................................................................257
Selecting Label Formats ............................................................................................................258
Customizing Label Dimensions ..................................................................................................258
Work Order Analysis and Inventory Analysis Graphs ....................................................................259
Analysis Types...........................................................................................................................259
Pareto ..................................................................................................................................260
Time Series..........................................................................................................................260
Categorical...........................................................................................................................261
Histogram ............................................................................................................................262
Creating Inventory Analysis and Work Order Analysis Graphs ..................................................262

Appendix A: Field Definitions............................................................................. 265

Appendix B: Filter Operators.............................................................................. 315
Appendix C: Forms and Dialog Boxes ................................................................... 317
Forms............................................................................................................................................317
Dialog Boxes .................................................................................................................................320

Glossary...................................................................................................... 323
Index ......................................................................................................... 335

CONTENTS XI
1 ! INTRODUCTION

MP2 is a computerized maintenance management system (CMMS) software application

that controls maintenance operations. MP2 allows for long-term growth of any size
operation. With MP2, either create work orders immediately, or completely build the
database before creating work orders, optimizing the program’s work order generation
and reporting capabilities.

IN THIS CHAPTER
! New Features
! MP2 Modules
! MP2 Documentation Set
! MP2 Wizards
! MP2 Sample Data
! Tips of the Day
! MP2 Help

1
New Features
This list describes the new features added for this version of MP2.

Global
! Support for Microsoft SQL Server 7.0 only
! Support for Microsoft Windows 2000
! Use of temporary tablespace for reports and procedures
! Record count capability
! WAN performance improvement
! Ditto toolbar button—Copy data from the previous record’s field when MP2
displays information in a tabular format.
! MP2 Designer—Create new tables and add fields to MP2 tables. Create new forms
and add fields to these forms so that you can view, insert, delete, or update data.
! Euro Currency Conversion—Set up your database for compatibility with the
European Union’s currency.
! iProcure toolbar button—Invoke a menu from which you can access one of
Datastream’s new electronic commerce interfaces: BizSurplus, SpotBuy, and
iProcure, as well as an option to access Datastream’s website.

Installation
! Automatic client upgrade

Security
! Security reports
! Quick role assignment option

Equipment
! View option for nameplates and equipment variables
! Performance improvement for the Location lookup form

Inventory
! Multiple warehouse tracking
! Multimedia file attachments to vendor records
! User-defined fields for vendor records
! Expanded field lengths for Vendor ID, vendor Name, and Payment Terms
! Warehouse inventory control

2 1 ! INTRODUCTION
 ! Validation of inventory locations
! Additional account codes for inventory records

Work Orders
! User-defined fields for work orders
! Generation of work orders for multiple-equipment in-service tasks for each in-
service equipment
! Batch work order update
! Option to include RFO (Reason for Outage) code at the work order level
! Creation of new work order records by copying work order history
! Enhanced movement of spare quantities into the reserved field

Purchasing
! Multimedia file attachments to quotation, requisition, and purchase order records
! Creation of new purchase order records by copying purchase order history
! Zero Quantity and Cost function to clear all line item quantities and costs

Reports, Graphs, and Labels

! Performance improvement for several equipment reports
! Reports for on-time delivery of work orders, by craft and by employee
! Performance improvement for several work order reports
! Purchasing Commitment report
! Performance improvement for the Purchasing Item Journal report
! Option to print duplicate labels per page

Utilities
! Audit trail to track changes to any MP2 record
! Removal of obsolete temporary data and views
! Inventory cost import
! Cost calculation for open purchase orders and requisitions

Add-Ons
! Barcode—Location-based work orders; addition of warehouse; workflow
improvement
! PagerLink—Paging for creation, approval, and/or deletion of on-site requests
! Interface with other CMMS packages

1 ! INTRODUCTION 3
MP2 Modules
This table outlines MP2 modules.

Modules Description
Assets Track location and quantities of all assets, not just those assets
requiring maintenance.
Refer to Chapter 14: Asset Management.
Budget Track projected and actual costs, and then analyze
discrepancies between these costs.
Refer to Chapter 15: Budgeting.
Equipment Create records for each of your site’s equipment so that you
may track equipment maintenance and costs.
Refer to Chapter 5: Equipment.
Inventory Create vendor records for the companies from which you order
parts and equipment and create manufacturer records for the
companies that build the parts and equipment. Create inventory
records for all parts used to maintain the site’s equipment. Store
parts in multiple warehouses, and check out parts to employees,
equipment, work orders, cost centers, or locations.
Refer to Chapter 4: Vendors and Manufacturers and Chapter
6: Inventory.
Labor Track the number of labor hours and the cost of labor for each
maintenance task in two ways—by craft or by employee. You
may track employee attendance exceptions (overtime, vacation,
etc.), and you may monitor employee training and skill levels.
Refer to Chapter 3: Labor.
Purchasing Create quotations to request item prices from vendors, and then
generate requisitions from selected quotations and from items
in inventory which have reached their reorder points. Approve
requisitions, and then generate purchase orders from these
requisitions. Receive ordered items to stock, cost centers,
employees, work orders, or equipment.
Refer to Chapter 11: Quotations, Chapter 12: Requisitions, and
Chapter 13: Purchase Orders.
Scheduling Specify the normal workweek and exceptions for the site and
each employee. You may view the current and projected
workload in the Work Order Scheduling form and adjust the
workload as necessary.
Refer to Chapter 7: Scheduling.

4 1 ! INTRODUCTION
 Modules Description
Statistical Predictive Set up a predictive maintenance program to identify equipment
Maintenance readings that are outside control limits, alerting you to schedule
maintenance before equipment breaks down. You may base
these controls either on manufacturer’s specifications or on the
equipment’s performance history.
Refer to Chapter 16: Statistical Predictive Maintenance.
Tasks Schedule tasks (by meter or by date) that your site performs
repeatedly, and MP2 automatically generates work orders for
the tasks each time they are due.
Refer to Chapter 8: Tasks.
Work Requests Create call-in requests for tenants requesting service, and allow
company employees to submit on-site requests. MP2 tracks the
status of submitted call-in requests and stores on-site requests
in on-site request history.
Refer to Chapter 9: Work Requests.
Work Orders Create work orders for unscheduled work, or generate work
orders for due tasks. You may print work orders for reference
while completing the work. You may then specify parts and
labor used for the work.
Refer to Chapter 10: Work Orders.

MP2 Documentation Set

This section outlines the organization and conventions for the MP2 documentation set.

Organization
The complete set of MP2 documentation consists of these guides.

Guide Intended Audience Contents

System network administrator, Information concerning MP2
Administrator’s MP2 administrator, installation, data entry planning,
Guide programmers security, MP2 setup and maintenance,
as well as information necessary for
creating interfaces between MP2 and
other software packages
User’s Guide MP2 users Procedures for all of MP2’s modular
functions, e.g., Equipment, Inventory,
Purchasing, Tasks, Work Orders, etc.

1 ! INTRODUCTION 5
 Guide Intended Audience Contents
Add-On Guide MP2 users with add- Procedures for all functions associated
on products with MP2’s add-on products, e.g.,
Barcode, OSHA Regulations, etc.
Quick Start Guide MP2 maintenance Procedures for quickly creating work
management users orders in MP2

Conventions
This table lists the conventions for the MP2 documentation set.

Convention Explanation
Times New Roman (Bold) Fields
Helvetica Menu or drop-down list options
Helvetica Condensed (Bold) Buttons
Times New Roman (Bold, Italics) Used to stress a point or for defined terms
TIMES NEW ROMAN (UPPER CASE) Keyboard keys and data examples
Courier New Text that must be typed
Tip Additional information

Important Information that you should read before

continuing
Caution Information vital to the integrity of the
MP2 system

Adobe Acrobat Files

If you need additional copies of the documentation, the System Administrator can access
and print the Portable Document Format (PDF) files available on the MP2 CD.

MP2 Wizards
MP2 wizards teach you to create tasks, work orders, and requisitions by leading you
through each step.
Follow these steps when accessing MP2 wizards.
1 Choose Tools | Wizards from the menu bar. MP2 lists all available wizards.
2 Select the appropriate wizard, and then follow the on-screen steps.

6 1 ! INTRODUCTION
MP2 Sample Data
MP2 contains sample data files, which can be loaded by the MP2 system administrator.
Use the sample data to learn and practice MP2 procedures before entering live data.
Contact your system administrator if you cannot access the sample data.

Tips of the Day

When you start MP2, the program automatically displays the Tip of the Day dialog box
containing an informative, and sometimes humorous, tip for operating MP2 more
efficiently. In addition to reading a single tip of the day at startup, you may access the Tip
of the Day dialog box any time MP2 is running.
Follow these steps when accessing and navigating through MP2’s tips of the day.
1 Choose Help | Tip of the Day from the menu bar. MP2 displays the Tip of the Day
dialog box.

2 Show Tips at Startup—Select to display a tip of the day every time you log into
MP2.
3 Click Next Tip. MP2 displays the next tip of the day.
Tip: Click More Tips to display a list of all tips grouped by subject, and then click Print to
print the entire list of tips.

4 Click OK. MP2 closes the Tip of the Day dialog box.

MP2 Help
Access MP2’s help for quick answers to questions about the program.
You may access MP2 Help in several ways.
! Choose Help | MP2 Help Topics for a complete list of help topics.
! Choose Help | Help with Current Form from the menu bar for help with the current
form.
! Click on the toolbar, and then click on the field or object for help with a form
field or object.
1 ! INTRODUCTION 7
 ! Click on a dialog box title bar, and then click on the field or object for help with
a dialog box field or object.
! Choose Help | Tip of the Day from the menu bar to access informative tips for
operating MP2 more efficiently. Refer to “Tips of the Day” earlier in this chapter.
! Choose Help | Datastream’s Web Site from the menu bar to access Datastream’s
web site. Keep abreast of product development and customer services, and send e-
mail directly to various Datastream departments, including TechSupport.
Tip: Access Datastream’s web page with a web browser, such as Internet Explorer or
Netscape.

8 1 ! INTRODUCTION
2 ! BASICS

This chapter describes basic MP2 elements and procedures.

IN THIS CHAPTER
! Starting MP2
! Operating the MP2 Main Window
! Customizing the MP2 Desktop
! Data Entry
! Forms
! Records
! Fields
! Lookup Forms
! Changing Warehouses
! Saving Files
! Exiting MP2

9
Starting MP2
MP2 runs on a system with Windows 95/98, Windows 2000 Professional, or Windows
NT 4.0 (or higher). If you are unfamiliar with Windows procedures, refer to the Windows
documentation before starting MP2.
Follow these steps when starting MP2.
1 Start Windows.

2 Double-click or choose Start | Programs | MP2 6.0 SQL Server Edition |

MP2 - ‘database name’. MP2 displays the main window if the System
Administrator did not set up security; otherwise MP2 displays the Enter Password
dialog box.

3 User ID—Enter the code identifying your user login.

4 Password—Enter your password. Special characters mask your password as you
type it. If you make a mistake, press BACKSPACE to delete characters, and then
retype the password.
5 Click OK. If you have access to multiple warehouses, MP2 displays the Select
Sites/Purchasing Centers/Warehouses to View dialog box.

6 Click the Warehouse tab. MP2 displays the Warehouse page.

7 Select the warehouses in which to login, and then click OK. MP2 displays the main
window.

10 2 ! BASICS
Operating the MP2 Main Window
MP2’s main window contains the title bar, menu bar, toolbar, Quick Access bar, and
status bar.

title bar menu

bar
toolbar

Quick
Access
bar

status
bar
The title bar includes the name of the program or form, as well as the minimize/maximize
or help button and the close button. Refer to the Windows documentation for more
information on these buttons.
The status bar, used with the Record Count button, displays the number of records in the
current form.
Access any MP2 form or procedure by choosing an item from the menu bar or by
clicking a button either on the toolbar or on the Quick Access bar.

Menu Bar
When you choose an item from the menu bar, MP2 displays a “drop-down” menu that
lists main topics for that item. If you choose an item from a drop-down menu that has a
, MP2 displays another menu. Continue choosing menu items until you reach the
destination form or function.
Refer to these descriptions when accessing the MP2 menu bar.

Menu Function
File Opening, saving, and closing forms; printing; exporting and sending
files; logging out users; and exiting MP2
Edit Entering and editing information; searching for records
View Refreshing, sorting, and filtering information; customizing MP2’s
toolbar and Quick Access bar

2 ! BASICS 11
 Menu Function
Tools Accessing Wizards, setting up MP2, managing audit trail information,
exporting data, importing equipment and inventory data, maintaining
and repairing tables, converting data from previous versions, setting up
security, and customizing the MP2 desktop
Activities Entering, processing, and generating information
Graphs Creating, viewing, and printing graphs
Reports Creating, viewing, and printing reports
Window Navigating between open windows
Help Accessing MP2 Help, Tips of the Day, and Datastream’s website

Quick Access Bar

Quick access buttons are shortcuts for opening MP2 forms and reports. MP2
displays the Quick Access bar in the center of the main window when you have
no forms open. MP2 moves the Quick Access bar to the left side of the main
window when you open a form.
Customize the Quick Access bar to display icons for those functions you
perform most often. Refer to “Customizing the Quick Access Bar” later in this
chapter.

Toolbar
Access many of MP2’s functions from the toolbar. When you hover the cursor over a
button, MP2 displays a pop-up description of the button’s function. Refer to
“Customizing the Toolbar” later in this chapter.

12 2 ! BASICS
 Refer to these descriptions when accessing the MP2 toolbar.

Button Function
Displays a dialog box from which you can open an MP2 form.

Displays a dialog box from which you can open an existing report, graph, or
label.
Saves the current form layout.

Prints the report associated with the current form.

Displays the report on screen.

Cuts the selected text to the clipboard.

Copies the selected text to the clipboard.

Pastes the text from the clipboard into the current field.

Copies data from the previous record’s field when MP2 displays information
in a tabular format.
Removes the last edit if you have not moved the cursor from the field.

Copies the current record to the clipboard.

Pastes the copied record from the clipboard.

Removes the changes for the entire record if you have not yet posted the
record.
Refreshes the form, showing all changes that you or other users have made.

Sorts the current form by the current field in increasing order.

Sorts the current form by the current field in decreasing order.

Filters the current form by the current field.

Disables the applied filter on the current form.

Displays a dialog box from which you can search for a record by entering a
particular value in a field.
Searches for the next occurrence of the search value.

2 ! BASICS 13
 Button Function
Displays, in the status bar, the number of records contained in the current
form.
Invokes the context-sensitive help and changes the cursor to a question mark
and pointer.
Invokes a menu from which you can access one of Datastream’s new
electronic commerce interfaces: BizSurplus, SpotBuy, and iProcure, as well
as an option to access Datastream’s website.

Hot Keys
With hot keys you can quickly choose a menu item with the keyboard. Each menu name
and drop-down menu item has one underlined letter that is the hot key for the menu or
function.
! Access menus by holding down ALT and pressing the underlined letter of the menu
name. For example, access the File menu by holding down ALT and pressing F.
! Choose items from a drop-down menu by pressing the underlined letter of the menu
item. For example, after displaying the File drop-down menu, press P to choose
Print.

Keyboard Shortcuts
Keyboard shortcuts are keys or key combinations for many MP2 functions. Keyboard
shortcuts work only when the menus are not active.
Tip: Keyboard shortcuts that duplicate menu commands appear to the right of the
commands in the menu.

Shortcut Function
SHIFT+F4 Displays the next page of a form.
SHIFT+F3 Displays the previous page of a form.
CTRL+W and Closes the current form.
CTRL+F4
CTRL+S Saves the current form layout.
CTRL+F6 and Switches among open forms.
CTRL+TAB
TAB Moves the cursor to the next field on a form.
SHIFT+ TAB Moves the cursor to the previous field on a form.
CTRL+Z Removes the last field edit if you have not moved the cursor
from the field.
F1 Displays help for the current field.

14 2 ! BASICS
 Shortcut Function
CTRL+X Cuts the selected text to the clipboard.
CTRL+C Copies the selected text to the clipboard.
CTRL+V Pastes the text from the clipboard into the current field.
PGUP Displays the previous record in the current form. In List View,
it displays the previous page of records (approximately 30
records).
PGDN Displays the next record in the current form. In List View, it
displays the next page of records (approximately 30 records).
CTRL+HOME Displays the first record in the current form.
CTRL+END Displays the last record in the current form.
INSERT Inserts a new record in the current form.
ALT+BACKSPACE Removes the changes for the entire record if you have not yet
posted the record.
CTRL+DELETE Deletes the current record.
CTRL+F Displays the Find dialog box with which you can search for a
record using a particular value in a field.
F3 Searches for the next occurrence of the search value.
CTRL+N Displays the New Record dialog box listing all forms. Select
the form to open, and then click OK.
CTRL+O Displays the Open dialog box from which you can open an
existing report, graph, or label.
CTRL+P Prints the report associated with the current form. MP2 applies
the current sort and filter to the report.

Customizing the MP2 Desktop

Customize your MP2 desktop by specifying colors for required fields, read-only fields,
forms, and dialog boxes; adding your most frequent functions to or deleting unused
functions from the Quick Access bar; and specifying whether to display the Toolbar.

Customizing Field and Form Colors

Specify colors for the text and backgrounds of required and read-only fields and specify
colors or textures for forms and dialog boxes.

2 ! BASICS 15
 Follow these steps when customizing field and form colors.
1 Choose Tools | Options from the menu bar. MP2 displays the Options dialog box.

2 Specify MP2 form, field, and dialog box options, and then click OK.

Customizing the Quick Access Bar

Customize the Quick Access bar to display buttons for frequently used activities, reports,
and graphs. When you open a form, the Quick Access bar moves to the left side of the
main window. Once you close the last form, it moves back to the center of the main
window. Move the Quick Access bar by clicking on a non-button region of the bar, and
then dragging the bar to the top, bottom, or right border of the window.
Follow these steps when customizing the Quick Access bar.
1 Choose View | Quick Access Bar from the menu bar. MP2 displays the Quick
Access Bar dialog box.

16 2 ! BASICS
 2 Refer to this table when customizing the Quick Access bar.

Function Procedure
Add existing Select, from the Activities, Reports, or Graphs pages under
buttons Available, the button to add, and then click .
Create new Click New. MP2 displays the New Button dialog box. Specify
buttons the Label for the button, the file name to which it links, and
the icon according to the button type. Click OK.
Move buttons Select, under Selected, the button to move, and then click
to move the button up in the order, or click to move the
button down in the order.
Remove buttons Select the button under Selected, and then click .
3 Click OK.

Customizing the Toolbar

Customize the toolbar to suit your needs. You may hide the toolbar, enlarge the buttons,
or specify whether to display a description of the button (with keyboard shortcuts) when
you hover the cursor over it.
Follow these steps when customizing the toolbar.
1 Choose View | Toolbar from the menu bar. MP2 displays the Toolbar dialog box.

2 Select one or more of these toolbar options.

! Toolbar—Select to display the toolbar.
! Color Buttons—Select to display the toolbar buttons in color.
! Large Buttons—Select to display large buttons.
! Show Tooltips—Select to display a description of the button function when you
hover the mouse over the button.
! With Shortcut Keys—Select to display the keyboard shortcut with the tooltip.
3 Click OK.

2 ! BASICS 17
Data Entry
After the System Administrator determines the method of data entry, you can begin
collecting data for the system. MP2 provides data collection forms to aid in the data
collection process. Once you have collected the data, follow the guidelines outlined
below for entering data.

Printing Data Collection Forms

After establishing a system for entering information into MP2, print data collection forms
to record the information you want to enter in MP2. Photocopy the forms, as necessary.
Follow these steps when printing data collection forms.
1 Choose Help | MP2 Help Topics from the MP2 menu bar. MP2 displays the
contents for MP2 Help.
2 Double-click MP2 Basics, and then double-click Data Collection. Help displays the
Printing Data Collection Forms help topic.
3 Click to display the data collection forms in Adobe Acrobat format.
4 Choose File | Print from the Acrobat Reader menu bar. Acrobat Reader prints the
forms.

Guidelines for Entering Data

Follow these guidelines when entering information into MP2.
! Enter only uppercase (capital) characters into all fields (except fields like
Description, Notes, and Comments).
! Enter leading zeros in numeric fields for correct sorting. For example, to sort cost
centers 1 through 10 in ascending order, with 9 preceding 10, enter cost centers 1
through 9 as 01, 02, 03, etc.
! Enter only letters, numbers, and hyphens in required fields.

Entering Data in Sequence

The System Administrator ultimately decides the order in which you enter data. Use this
table as a guideline, and omit data entry for modules you do not use. This table lists the
MP2 module, the records needing data, and the MP2 User’s Guide chapter in which you
can find procedures pertaining to the records.

Module Record Chapter

Assets Asset Types Chapter 14: Asset Management
Asset Locations
Assets

18 2 ! BASICS
 Module Record Chapter
Equipment Equipment Types Chapter 5: Equipment
Cost Centers
General Ledgers
Departments
Service Contracts
Equipment
Inventory Vendor List Chapter 4: Vendors and Manufacturers
Exchange Rates
Tax Information
Vendors
Manufacturers
Inventory Types Chapter 6: Inventory
Accounts
Inventory
Labor Crafts Chapter 3: Labor
Attendance Codes
Employees
Scheduling Employees Chapter 7: Scheduling
Production
Purchasing Purchase Order Chapter 13: Purchase Orders
Types
Service Codes
Return Reason
Codes
Tasks Instructions Chapter 8: Tasks
Tasks
Work Requests Tenants Chapter 9: Work Requests
Call-in Requests
On-site Requests

2 ! BASICS 19
 Module Record Chapter
Work Orders Work Order Types Chapter 10: Work Orders
Expense Classes
Projects
Work Orders
Statistical Statistical Chapter 16: Statistical Predictive
Predictive Predictive Maintenance
Maintenance Maintenance

Forms
MP2 displays information in easy-to-read objects called forms.
For example, the Inventory form displays inventory information.

Forms consist of records, which consist of fields. Most forms contain at least two pages,
List View and Record View, which display information in different formats. Some forms
contain multiple pages.
For example, the Inventory form contains seven pages: List View, Record View,
Substitute Items, Vendors, Specifications/Notes, Attachments, and User-defined Fields. It
also contains five sub-pages: Stock, Ordering, Usage, History, and Costs.
List View, Record View, Attachments, and User-defined Fields are common pages; many
forms contain them. Refer to this table for descriptions of the functions to perform on
these pages.

20 2 ! BASICS
 Page Function
List View View record information in tabular format. Refer to “Viewing
Information in List View and Record View” later in this chapter.
Record View View record information in single-record format. Refer to
“Viewing Information in List View and Record View” later in
this chapter.
Attachments Attach multimedia files to records. Refer to “Attaching
Multimedia Files” later in this chapter.
User-defined Fields Add information to customized fields. Refer to “Adding
Information to User-defined Fields” later in this chapter.

Form Toolbar
Navigate among records, add records, and delete records via the form toolbar. Refer to
“Inserting Records” and “Deleting Records” later in this chapter.
Lookup forms contain additional search buttons and the Inventory lookup form contains a
unique button that shows the location and quantity of the current item.
Refer to this table for form toolbar functions.

Button Function
Displays the first record in the current form.

Displays the previous record in the current form.

Displays the next record in the current form.

Displays the last record in the current form.

Inserts a new record.

Deletes the selected record.

Displays a list of options.

Displays the Find dialog box with which you can search for a record using a
particular value in a field. Available on all lookup forms.
Searches for the next occurrence of the search value. Available on all lookup
forms.
Displays location and quantity of current item when you click and hold down
the button. Available on the Lookup -Inventory form and the Equipment
form-Spares page.
Tip: You can also navigate among records, insert records, and delete records via the
keyboard. Refer to “Keyboard Shortcuts” earlier in this chapter.
2 ! BASICS 21
Switching Among Open Forms
You can have several forms open at one time. MP2 keeps the active form on top of the
other open forms.
Follow these steps when switching among open forms.
1 Choose Window from the menu bar. MP2 displays the Window menu, which lists
the open forms.
2 Select the name of the form to make active. MP2 displays the form.

Opening Previously Opened Forms

As in other Windows applications, you may view and open the previous four objects you
opened. In MP2, these objects are normally forms.
Follow these steps when opening previously opened forms.
1 Choose File from the menu bar. MP2 displays the File menu, which lists the last four
opened forms near the bottom.
2 Select the name of the form to open. MP2 displays the form.

Viewing Information in List View and Record View

Most forms have two views: List View and Record View. Very simple forms display
information only in a List View format.
Tip: You can specify which view, or page, MP2 displays when you open a form. Refer to
“Saving the Layout of Forms” later in this chapter.
List View lists all records in the form. For example, this List View page of the Inventory
form displays a list of all inventory items for the warehouses to which you have access.

22 2 ! BASICS
 Use List View to quickly locate a specific record or to enter, view, or edit information on
many records at one time, in one location.
Record View displays the record selected in List View. For example, this Record View
page displays information concerning the selected inventory item.

All information on the Record View page and on all other pages of the form, except List
View, relates to the selected record. Use Record View to view, enter, and edit
information in records.

Selecting Items
When opening certain forms, MP2 gives you the opportunity to select items from an
available list of items. Most often, the area on the left is a list of available items and the
area on the right is a list of selected items. In this example, you have the opportunity to
view revised purchase orders by selected fields.

2 ! BASICS 23
 Refer to this table when selecting items.

Function Procedure
Add an item Select the item from the available list, and then click .
Remove an item Select the item from the selected list, and then click .
Add all items Click .
Remove all items Click .

Saving the Layout of Forms

You can change and save the layout of a form. Refer to this table for information on the
attributes you can change.

Function Reference
Size of form Windows 95 documentation
Position and size of fields in “Rearranging and Resizing Fields” later in this chapter
tabular format
Filter options “Filtering Records” later in this chapter
Sort options “Sorting Records” later in this chapter
Tip: To specify which page MP2 displays when you open a form, move to the desired
page, and then save the form. The next time you open this form, MP2 opens to the
new “default” page.
Follow these steps when saving the layout of forms.
1 Open the form for which to save a layout.
2 Change the form.
3 Choose File | Save Layout from the menu bar. MP2 saves the layout of the form for
your workstation only.
Tip: To restore the default layout, choose File | Restore Default Layout from the menu bar.
MP2 restores the default layout of the form for your workstation only.

Closing Forms and Dialog Boxes

You can close forms and dialog boxes via several methods.
! Choose File | Close from the menu bar.
! Click in the upper left corner of the form, and then choose Close.
! Press CTRL+W or CTRL+F4.
! Click in the upper right corner of the form or dialog box.

24 2 ! BASICS
 Many dialog boxes include OK and Cancel buttons. When you click OK, MP2 performs
the specified function and then closes the window. When you click Cancel, MP2 cancels
the function and then closes the window.

Records
A record is a group of related fields. A partial record from a List View page appears
below. The entire record consists of many fields.

Inserting Records
When adding the first record to a form, you need not insert a record; simply enter a value
in the key field and continue to the next field. When adding additional records to a form,
though, you must insert them.
When inserting a new record, the Filter value changes to (Insertion). This filter remains
in effect until you close the form, refresh, or choose another filter.
If you insert a record on the List View page, MP2 refreshes the screen, hides all other
records, and displays a single, blank record. If you insert a record on any other page with
information in tabular format, MP2 displays a blank record at the bottom of the record
list.
Follow these steps when inserting records.
1 Open the form in which to insert a record.
2 Click or choose Edit | Insert Record from the menu bar. MP2 creates a new
record.
Tip: To insert a record without first opening a form, choose File | New from the menu bar,
select the name of the form in which to insert a blank record, and then click OK.

Editing Records
Refer to these descriptions when editing records.

Function Description Choose Click Press

Cut text Cuts the selected text to Edit | Cut CTRL+X
the clipboard.
Copy text Copies the selected text Edit | Copy CTRL+C
to the clipboard.
Paste text Pastes the text from the Edit | Paste CTRL+V
clipboard into the
current field.
Copy Copies the current Edit | Copy
record record to the clipboard. Record

2 ! BASICS 25
 Function Description Choose Click Press
Paste Pastes the current Edit | Paste
record record from the Record
clipboard.
Undo field Removes the last edit if Edit | Undo CTRL+Z
you have not moved the
cursor from the field.
Undo Removes the changes Edit | Undo ALT+BACKSPACE
record for the entire record if Record
you have not yet posted
the record.

Copying and Pasting Records

Create new records by copying and pasting an existing record, and then edit the key field
to make the copied record unique.
Follow these steps when copying and pasting records.
1 Locate the record to copy.
2 Choose Edit | Copy Record from the menu bar. MP2 copies the record to a
temporary clipboard.
3 Choose Edit | Paste Record from the menu bar. MP2 displays the Change Key
Value dialog box, similar to the one below.

4 Enter a new value in the field(s), and then click OK. MP2 creates a new record with a
new key field(s). All other information is identical to the original record; however,
you can edit the other information in the record.
You can continue to paste the record to create multiple copies. The copied record remains
on MP2’s temporary clipboard until you copy another record or exit MP2.

Searching for Records

Search for any record in a form by searching for a known field value. For example, you
can search for a work order assigned to a particular employee by searching for the
employee’s code in Assigned To on the Schedule page of the Work Orders form.
Follow these steps when searching for records.
1 Open the form, and then place the cursor in the field by which to search.
2 Choose Edit | Find from the menu bar. MP2 displays the Find dialog box.

26 2 ! BASICS
 3 Find What—Enter the search value.
4 Match—Select a search option.
5 Match Case—Select to search for the value that matches the case (upper or lower)
of the letter/number sequence you entered in Find What.
If you applied a filter to the active form, MP2 activates Search in the Find dialog box.
Select to search either the Entire Table (Reset Filter) or only Within Current Filter.
6 Click Find First. MP2 filters the form by the criteria you defined and displays the
first record that matches the criteria.
Tip: To remove the search filter, select (None) from Filter.

Customizing Searches
By default, MP2 searches the entire table when conducting the initial search and then
searches within the current filter on subsequent searches. However, you can customize
the search default for each search (following the initial search) by modifying the MP2.INI
file. Modifying your MP2.INI file does not affect other workstations.
Follow these steps when customizing searches.
1 Open Windows Explorer.
2 Locate the folder to which you copied MP2 files during installation.
3 Open the MP2. INI file.
4 Choose Search | Find from the menu bar. Explorer displays the Find dialog box.

5 Find what—Enter wholetable, and then click Find Next. Explorer finds and
highlights WHOLETABLE.
6 Delete N, and then enter Y.
Example: [Search]WHOLETABLE=Y
This customization prompts MP2 to search the entire table by default for all searches.

2 ! BASICS 27
Filtering Records
Filter a form, and MP2 displays only records that meet the criteria you specify. For
example, you can apply a filter to the Work Orders form to display only work orders
assigned to a specific craft.

Defining New Filters

Define form filters to display only records that meet specific criteria.
Follow these steps when defining new filters.
1 Open the form to filter.
2 Filter—Choose (New). MP2 displays the Filter dialog box.

3 Field Name—Select the field by which to filter the form.

4 Operator—Select an operator for the filter. Refer to Appendix B: Filter Operators
for descriptions and examples of all filter operators.
5 Value—Enter the value by which to filter. For example, if you chose Craft as the
Field Name, specify the craft code in Value.
6 Enter additional criteria, as necessary. Refer to this table for additional filter options.

Function Procedure
Add conditions Click Insert. MP2 inserts a blank condition before the
current condition.
Delete conditions Click Delete. MP2 deletes the current condition.
Display previous Click Previous.
condition

28 2 ! BASICS
 Function Procedure
Display next Click Next.
condition
If the current condition is the last condition in the filter and
you click Next, MP2 adds a new condition after the last
condition.
Change the joiner Select the condition from the list box, and then select the
(And/Or) joiner.
And—Select to include records that contain both of the
joined conditions.
Or—Select to include records that contain one or the other
condition.
Group conditions Hold down SHIFT, and then select each condition to
include in the group. Release SHIFT, and then click
Add ( ).
Remove groupings Select the first condition in the group, press SHIFT, and
then select the last condition in the group. Click
Remove ( ). MP2 removes the grouping from the
conditions.
Click Remove All ( ) to remove groupings from all
conditions.
Tip: To save a filter, enter a name for the filter in Filter Name. Select Private to save the
filter for your use only, or select Public to save the filter for use by any MP2 user.
Click Save.

7 Choose one of these options.

! Click OK. MP2 closes the dialog box and filters the form.
! Click Apply. MP2 applies the filter to the current form without closing the dialog
box. You can continue specifying filter criteria and applying them to the form.

Modifying Filters
Add or change filter criteria, if necessary.
Follow these steps when modifying filters.
1 Open the form to filter.
2 Filter—Select (Edit). MP2 displays the Filter dialog box.
3 Filter Name—Select the name of the filter to modify.
4 Field Name, Operator, and Value—Modify as appropriate for each condition.

2 ! BASICS 29
 5 Choose one of these options.
! Save the modified filter by the same name—Click Save. MP2 saves the filter.
Click OK to close the dialog box and apply the filter to the current form.
! Save the modified filter by a different name—Enter, in Filter Name, the new
name for the modified filter, and then click Save. MP2 saves the filter. Click OK
to close the dialog box and apply the new filter to the current form.
! Apply the filter without saving it—Click OK. MP2 applies the modified filter to
the current form.

Applying and Removing Filters

When you apply a filter, MP2 displays only records that meet the filter criteria. When
you remove a filter, MP2 displays all records, but preserves the filter for later use.
! Apply a defined filter—Open the form, and then select the filter from Filter. MP2
applies the filter until you close the form or change, remove, or delete the filter.
! Remove a filter—Open the form, and then select (None) from Filter.

Deleting Filters
Delete obsolete filters, when necessary.
Follow these steps when deleting filters.
1 Open the form for which you defined the filter.
2 Filter—Select (Edit). MP2 displays the Filter dialog box.
3 Filter Name—Select the name of the filter to delete.
4 Click Delete Filter. MP2 displays a confirmation.
5 Click Yes. MP2 deletes the filter.

Sorting Records
Sort records either by an individual field or by multiple fields.
Tip: To undo a sort, select (Default) from Sort By.
SQL’s sort order is case-sensitive, sorting uppercase letters before lowercase letters. SQL
follows this sort order.
! Symbols
! Numbers
! Uppercase letters
! Lowercase letters

30 2 ! BASICS
 Sorting Records by an Individual Field
Sort forms by a specific field and MP2 displays the records in either ascending or
descending order, depending on the selection.
Follow these steps when sorting records by an individual field.
1 Open the form to sort, and then click the List View tab. MP2 displays all records in
the form.
2 Select the field by which to sort the form, and then choose one of these options.
! Sort ascending—Click to sort records either alphabetically or numerically by
the selected field.
! Sort descending—Click to sort records in either reverse alphabetical or
reverse numerical order by the selected field.

Sorting Records by Multiple Fields

Sort forms by multiple fields (up to three), and MP2 displays the records in either
ascending or descending order, depending on the selection.
Follow these steps when sorting records by multiple fields.
1 Open the form to sort.
2 Sort By—Select (New). MP2 displays the Sort dialog box.

3 Sort By—Select the first field by which to sort, and then select whether to sort the
field in Ascending or Descending order.
4 Then By—Select the second and third fields by which to sort, and then select
whether to sort the fields in Ascending or Descending order.
5 Click OK. MP2 sorts the records.
Tip: To save a sort, enter a name for the sort in Sort Name, and then click Save.

2 ! BASICS 31
Attaching Multimedia Files
Attach multimedia files, such as drawings, to MP2 records. MP2 does not create or
convert multimedia files. You can create or obtain a file in one of the compatible formats,
and the System Administrator can enter the path of the file so that it is available to you.
You can attach multimedia files to records in these MP2 forms: Equipment, Inventory,
Vendors, Quotations, Requisitions, Purchase Orders, Purchasing History, Work Orders,
and Work Order History.
Follow these steps when attaching multimedia files.
1 Open the form containing the record to which to attach multimedia files.
2 Locate the record, and then click the Attachments tab. MP2 displays the Attachments
page.
3 File Name—Enter the path and file name (including extension) of the multimedia
file to attach or click to browse for a file and return the full path, file name, and
extension.
4 Attach to WO—(This field is available on Equipment and Tasks forms.) Select Yes
to attach the multimedia file to work orders. Contact your System Administrator for
more information on printing multimedia files with work orders.
Tip: To view, hear, and print multimedia files attached to a record, select a file from the list
of multimedia files, and then click View/Print.
! If the file is a supported graphic file, MP2’s Image Viewer displays the graphic
image. Choose File | Print to print the graphic image.
! If the file is other than one of the supported graphic files and the associated
program for that file type is available, MP2 starts the program and opens the
multimedia file. View and/or print the file or listen to the audio using the standard
procedures for that program.

Deleting Records
Delete records when necessary.
Follow these steps when deleting records.
1 Open the form containing the record to delete, and then locate the record.
2 Click or choose Edit | Delete Record from the menu bar. MP2 displays a
confirmation.
3 Click Yes. MP2 deletes the record and displays (Deleted) in all the record’s fields.
If the record exists on other records, MP2 displays a message indicating that it
cannot delete the record. Click OK. Remove references to this record from the other
records, and then delete the record.
If you delete a record while another user is viewing the same form, MP2 does not
immediately remove the record from the user’s view of the form. When the user
focuses on the deleted record, MP2 displays (Deleted) in all the record’s fields.
When the user refreshes the view, MP2 removes the record.
32 2 ! BASICS
Record Locking
To ensure data integrity, MP2 uses optimistic locking. Optimistic locking affects two
situations.
! Editing records—If more than one user simultaneously edits a record, MP2 only
accepts the changes from the record that is posted to the database first. When another
user tries to post changes to the same record after another user has already posted it,
MP2 displays a message that another user has already changed the record.
! Running processes—While a process (requisition generation, work order generation,
etc.) is running, a user may edit a record included in the process. If the user posts the
record before the process reaches that record, MP2 includes the modifications in the
process. If the user posts changes to the record after the process reaches that record,
MP2 does not include the modifications in the process.

Fields
In MP2, a field is a single topic of information in a record. This is a field from an
inventory record on the List View page of the Inventory form.

Required fields must be filled in for a record to be valid. Plan the contents of required
fields carefully. MP2 sorts information in forms using required fields, preventing record
duplication. All MP2 forms have at least one required field, and some forms have as
many as six. Ask your System Administrator about designating required fields.
Refer to Appendix A: Field Definitions for descriptions of all fields.

Entering Information into Fields

There are many types of fields in MP2. Refer to this table when entering information into
fields.

Field Type Entering Information and Examples

Text Box Enter information directly into the field.

Drop-down list Enter the value or click , and then select the value from the
displayed list.

Lookup Enter the value or click , and then select the value from the
lookup form.

2 ! BASICS 33
 Field Type Entering Information and Examples
Memo Click to enlarge the memo field. Click in the top right
corner of the memo area to exit the memo area.

Radio button Select one of the values.

Check box Select to activate/deactivate the option.

Refer to “Selecting Values from Standard Lookup Forms” and “Selecting Values from
Multiple-record Lookup Forms” later in this chapter for more information on using
lookup fields. Refer to the Windows documentation for additional information on using
other field types.

Adding Information to User-defined Fields

Add up to ten user-defined fields to equipment, inventory, vendor, and work order
records. Add information to user-defined fields on the User-defined Fields page for
equipment, inventory, and vendor records. Add information to user-defined fields on the
List View page for work order records. MP2 prints user-defined fields for equipment
records on work orders (long form).
Tip: Have your System Administrator customize the labels for user-defined fields via
security.
Follow these steps when adding information to user-defined fields.
1 Open the form containing the record to which to add information for user-defined
fields.
2 Locate the record, and then click the User-defined Fields tab. MP2 displays the User-
defined Fields page.
3 Enter information into the fields.

Rearranging and Resizing Fields

MP2 often displays information in tabular format, such as List View pages, the Ordering
sub-page of the Inventory form, and the Equipment and Details page of the Work Orders
form. Rearrange or resize fields if MP2’s defaults do not suit your needs.
Follow these steps when rearranging and resizing fields.
1 Open the form containing data in tabular format.

34 2 ! BASICS
 2 Choose one of these options.
! Rearrange fields—Place the cursor on the label of the field to move, and then
drag the field to the desired location.
! Resize fields—Place the cursor on either end of the field label until MP2
displays , and then drag the field, increasing its size.
Tip: To retain the order or size of the fields, save the layout of the form by choosing File |
Save Layout from the menu bar.

Entering Dates into Fields

MP2 automatically enters the current date in some date fields; however, you can
manually enter or edit dates, if necessary.
Tip: When manually entering a two-digit number between 00 and 30 for the year, MP2
automatically adds the number to the year 2000. For example, if you enter 01/30/15,
MP2 recognizes that date as January 30, 2015.
Follow these steps when entering dates into fields.
1 Click in the date field. MP2 displays a pop-up calendar.

2 Select the month and year by clicking the arrows in the top right and left corners of
the calendar.
3 Click the date. MP2 returns the selected date.
Tip: To quickly enter the current date, press SPACEBAR three times in the date field.

Entering Times into Fields

When creating or posting records, MP2 automatically enters the current time in most time
fields. However, you can manually enter or edit times, if necessary. Enter times in
HH:MM:SS format.
Tip: To quickly enter the current time, press SPACEBAR once. If you accidentally press
SPACEBAR more than once, delete the extra space.

2 ! BASICS 35
Lookup Forms
Fields that contain an ellipses button are lookup fields. Lookup fields require that you
enter values contained in the corresponding lookup form. If the lookup form does not
contain the values, you can enter the new values into the lookup forms. Lookup forms
store all valid values for the lookup fields.
Either enter valid values directly into lookup fields or click to display the lookup form
and select existing values or add new values.

Selecting Values from Standard Lookup Forms

When accessing a lookup form from a single field, such as Vendor ID on the Record
View page of the Vendors form, MP2 displays a standard lookup form, similar to the one
below.

Follow these steps when selecting values from standard lookup forms.
1 Select a record.
2 Click OK. MP2 returns the selected value.

Selecting Values from Multiple-record Lookup Forms

When accessing a lookup form from a field in tabular format, such as Equipment No. on
the Schedule page of the Tasks form, MP2 displays a multiple-record lookup form,
similar to the one below.

36 2 ! BASICS
 Follow these steps when selecting values from multiple-record lookup forms.
1 Select a record, and then click Select. MP2 copies the record to the Selected area.
2 Select all necessary records.
3 Click OK. MP2 returns to the selected values.
Tip: To remove a record from the Selected area, select it, and then click Remove.

Changing Warehouses
The site and warehouses interact with one another in a hierarchical relationship. A site
can have multiple warehouses; however, a site can have only one purchasing center.
The System Administrator designates the purchasing center and primary warehouse for
the site. The System Administrator also designates which warehouses to which you have
access. If you have access, you can log into multiple warehouses at one time.
Once logged into MP2, you can change the warehouse considered “home” for you during
that MP2 session.
Follow these steps when changing the warehouse.
1 Choose File | Change Login Information from the menu bar. MP2 displays the
Select Sites/Purchasing Centers/Warehouses to View dialog box.

2 ! BASICS 37
 2 Click the Warehouse tab. MP2 displays the Warehouse page.
3 Select the warehouse from Home Warehouse, and then click OK.

Saving Files
When saving reports and exported data to file, MP2 prompts you enter the location,
name, and type of file.
Follow these steps when saving files.
1 Open the Save As dialog box.

2 Save in—Locate the directory to which to save the file.

3 File name—Enter a name for the file, excluding extension.
4 Save as type—Select the file type.
5 Click OK. MP2 saves the file to the specified directory.
Tip: To reopen a report, click Open on any print dialog box or choose File | Open from the
menu bar.
To save a modified report with a different name, click Save As.

38 2 ! BASICS
Exiting MP2
You can exit MP2 in several ways.
! Choose File | Exit from the menu bar.
! Click in the upper right corner of the main window.
! Press ALT+F4.

! Click in the upper left corner of the main window, and then choose Close.

2 ! BASICS 39
3 ! LABOR

With MP2’s labor module, you can record attendance exceptions, such as overtime and
sick hours, and monitor employee wages, training, and skill levels.

IN THIS CHAPTER
! Entering Initial Labor Information
! Creating Employee Records
! Entering Attendance Exceptions
! Purging Timekeeping Records

41
Entering Initial Labor Information
Enter initial labor information, such as crafts and attendance codes, and then assign these
codes to employee records. Refer to “Inserting Records” in Chapter 2: Basics for more
information on creating new records in MP2. Refer to Appendix A: Field Definitions for
descriptions of all fields.

Menu Option Fields Examples

Activities | Labor | Crafts Craft MECH, FORE
Description Mechanic, Foreman
Activities | Labor | Attendance Attendance OT, PERS
Codes Code
Description Overtime, Personal

Creating Employee Records

Create a personnel record for each employee, and include information on each
employee’s wages, status, and training.
If you include private or sensitive information on employee records, secure the
information from unauthorized access. The System Administrator can restrict access to
certain fields and customize actual field labels, if necessary.

Adding Employee Information

Add employee information, such as addresses, phone numbers, hire dates, and social
security numbers.
Follow these steps when adding employee information.
1 Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2 Click the Record View tab. MP2 displays the Record View page.

42 3 ! LABOR
 3 Click to insert a new record. MP2 creates an employee record.
4 Employee Code—Enter a unique code identifying the employee.
Tip: For small maintenance groups, use employees’ initials for codes. For large
maintenance groups, use clock numbers or part of the last name with the first initial
(for example, DOEJ for John Doe). Do not use social security numbers.

5 Last Name—Enter the employee’s surname.

6 First Name—Enter the employee’s given name.
7 Address—Enter the employee’s contact information.
8 Craft—Enter the code identifying the employee’s craft.
9 Enter information into the remaining fields, as necessary.

Adding Training Information

Add training information to record any work-related training employees receive.
Follow these steps when adding training information.
1 Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2 Locate the employee for which to add training information, and then click the
Training tab. MP2 displays the Training page.

3 ! LABOR 43
 3 Notes—Enter special information about this employee. Do not enter personal
information, such as gender, ethnicity, religious affiliation, etc.
4 Starting Date—Enter the date on which the training began.
5 Finish Date—Enter the date on which the training ended.
6 Description—Enter a description of the training course.
7 Enter information into the remaining fields, as necessary.

Adding Wage Information

Enter regular wage information for each employee. Enter more than one wage rate for
employees, as necessary, to specify different rates for different tasks.
Follow these steps when adding wage information.
1 Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2 Locate the employee for which to add wage information, and then click the Wage
Rates tab. MP2 displays the Wage Rates page.

44 3 ! LABOR
 3 Wage Code—Enter the code identifying the wage rate for the employee.
4 Primary Wage—Select whether to calculate labor cost on work orders using this
wage code.
5 Rate—Enter the rate associated with the wage code.
6 DescriptionEnter a description of the wage code.

Entering Attendance Exceptions

Enter attendance exceptions for employees to either track hours taken from work or to
track overtime hours.
Follow these steps when entering attendance exceptions.
1 Choose Activities | Labor | Timekeeping from the menu bar. MP2 displays the
Timekeeping form.

3 ! LABOR 45
 2 Employee Code—Enter the code identifying the employee for which to enter
attendance exceptions.
3 Date—Enter the date of the attendance exception.
4 Attendance Code—Enter the code identifying the attendance exception.
5 Hours—Enter the number of attendance exception hours.
Tip: When you enter VAC (vacation) or SICK (sick) for Attendance Code, MP2
automatically adjusts the employee’s available vacation and sick hours.

Purging Timekeeping Records

Purge timekeeping records no longer needed to enable MP2 to search for certain records
quickly and efficiently.
Follow these steps when purging timekeeping records.
1 Choose Activities | Labor | Timekeeping from the menu bar. MP2 displays the
Timekeeping form.
2 Choose Purge Timekeeping Records from the options menu. MP2 displays the
Purge Timekeeping Records dialog box.

3 From Date and To Date—Enter the date range for which to purge timekeeping
records.
4 Click OK. MP2 removes timekeeping records between the specified dates.

46 3 ! LABOR
4 ! VENDORS AND
MANUFACTURERS

Vendors supply inventory items, and manufacturers make them. Create vendor records
to access throughout MP2. Create manufacturer records for reference.

IN THIS CHAPTER
! Entering Initial Vendor Information
! Creating Vendor Records
! Viewing Active Purchase Orders
! Viewing Purchase Order Statistics
! Creating Manufacturer Records

47
Entering Initial Vendor Information
Create vendor lists, enter exchange rate information for countries in which you have
vendors, and enter the taxes vendors charge before creating vendor records.

Creating Vendor Lists

Create a list of all the vendors from whom you purchase parts and services.
Follow these steps when creating vendor lists.
1 Choose Activities | Inventory | Vendor List from the menu bar. MP2 displays the
Vendor List form.

2 Click to insert a new record. MP2 creates a vendor record.

3 Vendor ID—Enter a unique code identifying the vendor.
4 Name—Enter the name of the vendor.

Entering Exchange Rate Information

Enter an exchange rate for the currency of each country in which you have vendors.
The currency of your country is your default currency.
For example, your vendor may use Mexican currency with an exchange rate of 500.
You can specify a symbol to associate with the currency, such as “M$.” If you order 10
units of an item with a unit cost of $5 (default currency), MP2 lists the unit cost as $5
(default currency) and M$2500 (exchange rate currency). MP2 then calculates the total
cost as $50 (default currency) and M$25,000 (exchange rate currency).
Follow these steps when entering exchange rate information.
1 Choose Activities | Purchasing | Exchange Rates from the menu bar. MP2
displays the Exchange Rates form.

48 4 ! VENDORS AND MANUFACTURERS

 2 Click to insert a new record. MP2 creates an exchange rate record.
3 Currency—Enter the name of the currency.
4 Exchange Rate—Enter the current exchange rate for the currency which is the
value equal to one unit of the default currency.
5 Currency Symbol—Enter a symbol (up to 3 alphanumeric characters in length) to
identify the currency.

Entering Tax Information

Enter tax codes for vendors that apply multiple tax rates to orders. Enter tax names to
represent the different taxes applied by vendors. Specify the tax names that make up
each tax code, and then assign tax codes to vendor records.
Follow these steps when entering tax information.
1 Choose Activities | Purchasing | Tax Information from the menu bar. MP2
displays the Tax Information form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates a tax code record.

4 ! VENDORS AND MANUFACTURERS 49

 4 Tax Code—Enter a unique code identifying the set of taxes applied by this
vendor, and then enter a description of the tax code in the adjacent field.
For example, if ACME Industrial Parts applies two taxes to your orders and their
Vendor ID is ACME-INDUST, then enter a tax code of TAX-ACME-INDUST.
5 Click the Tax Name tab. MP2 displays the Tax Name page.

6 Tax Name—Enter a unique code identifying the tax applied by this vendor.
7 Tax Rate—Enter the number representing the percentage of each tax. For
example, if the tax is 5%, enter 5.
8 Click the Record View tab. MP2 displays the Record View page.
9 Tax Name—Enter the taxes that make up each tax code. For example, if ACME
Industrial Parts applies one tax for a province tax and a separate tax for a country
tax, enter both types of taxes.

Creating Vendor Records

Create vendor records for all the vendors who supply the inventory items for your
warehouse(s) and for all contractors who perform maintenance work for your site.

Adding Vendor Information

Add basic information about the vendor, including the vendor name and address.
Follow these steps when adding vendor information.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Click the Record View tab. MP2 displays the Record View page.

50 4 ! VENDORS AND MANUFACTURERS

 3 Click to insert a new record. MP2 creates a vendor branch record.
4 Vendor ID—Enter the code identifying the vendor.
5 Vendor Branch—Enter a unique code identifying the vendor branch.
6 Address—Enter the vendor branch’s contact information.
7 Enter information into the remaining fields, as necessary.

Adding Items Supplied by Vendors

Add the inventory items supplied by vendors to vendor records.
Follow these steps when adding items supplied by vendors.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to add items, and then click the Items Supplied tab.
MP2 displays the Items Supplied page.

4 ! VENDORS AND MANUFACTURERS 51

 3 Item No.—Enter the code identifying the item supplied by this vendor.
4 Manufacturer—Enter the code identifying the manufacturer of the item.
5 Unit Cost—Enter the vendor’s cost per unit of the item.
6 Enter information into the remaining fields, as necessary.

Specifying the Ordering Method

Specify whether to order from vendors by paper or by fax.
Follow these steps when specifying the ordering method.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to specify the ordering method, and then click the
Ordering tab. MP2 displays the Ordering page.

52 4 ! VENDORS AND MANUFACTURERS

 3 Preferred Order Method—Select the method by which you send purchase orders
to the vendor.
4 Enter information into the remaining fields, as necessary.

Adding Vendor Notes

Add notes to vendor records for reference. MP2 prints vendor notes on purchase orders.
Follow these steps when adding vendor notes.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to add notes, and then click the Notes tab. MP2
displays the Notes page.

4 ! VENDORS AND MANUFACTURERS 53

 3 Notes—Enter notes to print on purchase orders for the vendor.

Adding Representative Information

Add complete contact information for all vendors’ representatives.
Follow these steps when adding representative information.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to add representative information, and then click the
Representative tab. MP2 displays the Representative page.

54 4 ! VENDORS AND MANUFACTURERS

 3 Representative—Enter the name of the representative.
4 Comments—Enter additional information about the vendor. MP2 does not print
comments on purchase orders.
5 Enter information into the remaining fields, as necessary.

Viewing Active Purchase Orders

View purchase orders that have not been completely received or closed.
Follow these steps when viewing active purchase orders.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to view purchase orders, and then choose Show
Active Purchase Orders from the options menu. MP2 displays the Active
Purchase Orders dialog box.

3 View the active purchase order information.

Viewing Purchase Order Statistics

View purchase order statistics for each vendor, including the total cost of items on open
purchase orders, the date the warehouse last received items from the vendor, and the
total amount received to date from the vendor.
Follow these steps when viewing purchase order statistics.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Locate the vendor for which to view statistics, and then click the Notes tab. MP2
displays the Notes page.

4 ! VENDORS AND MANUFACTURERS 55

 3 Choose Refresh Vendor Statistics from the options menu. MP2 re-calculates the
vendor statistics.
4 View the information under Open PO Statistics.

Creating Manufacturer Records

Create records for manufacturers of your equipment and inventory items, and then use
these records for reference.

Adding Manufacturer Information

Add basic information about the manufacturer, including the manufacturer name,
address, and contact information.
Follow these steps when adding manufacturer information.
1 Choose Activities | Inventory | Manufacturers from the menu bar. MP2 displays
the Manufacturers form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates a manufacturer record.

4 Manufacturer ID—Enter a unique code identifying the manufacturer.
5 Name—Enter the name of the manufacturer.
6 Address—Enter the manufacturer’s address and contact information.
7 Enter information into the remaining fields, as necessary.

56 4 ! VENDORS AND MANUFACTURERS

Adding Manufacturer Notes
Add notes to manufacturer records for reference. MP2 does not print manufacturer
notes on purchase orders.
Follow these steps when adding manufacturer notes.
1 Choose Activities | Inventory | Manufacturers from the menu bar. MP2 displays
the Manufacturers form.
2 Locate the manufacturer for which to add notes, and then click the Notes tab. MP2
displays the Notes page.

3 Notes—Enter notes about the manufacturer.

4 ! VENDORS AND MANUFACTURERS 57

5 ! EQUIPMENT

In MP2, the term equipment refers to any object on which you track maintenance.
Equipment may be production related (presses, injection molders, etc.) or non-production
related (air-handling units, vehicles, etc.).
Equipment may also be any of the sub-assemblies, or components, of larger equipment.
For example, you may create an equipment record for a boiler system, and you may
create another equipment record for the pump on that boiler system. You can even create
an equipment record for the motor on that boiler system pump. This hierarchy helps you
to organize your MP2 equipment records better by keeping a separate history and
tracking costs for each component.
The equipment number is the focal point for most MP2 functions. Create equipment
numbers that are meaningful and concise.
MP2 keeps a complete history of all work performed on equipment, which you may view.
However, you cannot edit or create equipment history.

IN THIS CHAPTER
! Entering Initial Equipment ! Creating Component Hierarchies
Information
! Managing Service Contracts
! Creating Location and Sub-location
! Creating Nameplates and Equipment
Records
Variables
! Creating Equipment Records
! Calculating Equipment Maintenance
! Managing Spare Parts Costs
! Recording Meter Readings ! Viewing Equipment History

59
Entering Initial Equipment Information
Enter initial equipment information, such as equipment types, cost centers, and reason for
outage (RFO) codes, and then assign these codes to equipment records. Refer to
“Inserting Records” in Chapter 2: Basics for information on creating new records in
MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.

Menu Option Fields Examples

Activities | Equipment | Equipment Type BOIL, MOTOR
Equipment Types
Description Boiler, Motor
Activities | Equipment | Cost Cost Center ADMIN, MAINT
Centers
Description Administration, Maintenance
Activities | Equipment | Department MOLD, SHIP
Departments
Description Molding, Shipping
Activities | Equipment | General General Ledger No. 12500
Ledgers
Description Operations
Activities | Equipment | RFO Code FDB
Reasons for Outage
Description Failure-Drive Belt
Activities | Equipment | RFF Code EW
Reasons for Failure
Description Excessive Wear
Activities | Equipment | Solution Code REPL-BELT
Solutions
Description Replacement-Belt

Creating Location and Sub-location Records

Locations are specific areas, such as buildings, floors, and rooms, in which you store
inventory or house equipment.
Create locations to define areas for equipment. Create sub-locations to define more
specific areas. You may create up to 3 levels of sub-locations. For example, the location
may be Building A; the first sub-location, Floor 1; the second sub-location, Area B; and
the third sub-location, Line 1.
Once you create locations and sub-locations, you can create tasks and work orders for
locations without assigning equipment.

60 5 ! EQUIPMENT
 Follow these steps when creating location and sub-location records.
1 Choose Activities | Equipment | Locations from the menu bar. MP2 displays the
Locations form.

2 Click the Tree View tab. MP2 displays the Tree View page.
Tip: To determine which location record is current (highlighted in List View), click
Synchronize With List View. MP2 highlights the location in the Tree View, expanding
levels as necessary.

3 Choose one of these options.

! Create location—Click Add Location to add a new location.
! Create sub-location—Select the location for which to add a sub-location, and
then click Add Sub-location.
MP2 adds a new branch to the location record.
4 Location Text—Enter a unique code identifying the location or sub-location.
5 Enter information into the remaining fields, as necessary.
6 Click Done. MP2 adds the new location or sub-location.
Refer to this table for additional procedures concerning location records.

Function Procedure
Remove locations Important: Removing a location or sub-location also removes all
sub-locations below this record.
Select the location or sub-location to remove, and then click
Remove. MP2 displays a message indicating that removing this
record deletes all references to this record. Click Yes. MP2
removes the location or sub-location and all references to it.

5 ! EQUIPMENT 61
 Function Procedure
Rename locations Select the location or sub-location to rename, and then click
Rename. MP2 displays the location or sub-location in Location
Text. Edit the name of the location or sub-location, and then click
Done. MP2 displays a message indicating that renaming this
record changes all references to this record. Click Yes. MP2
renames the location or sub-location.

Creating Equipment Records

Create equipment records for all equipment on which you track maintenance.

Adding Equipment Information

Add basic information about the equipment, including the type, location, serial number,
and manufacturer.
Follow these steps when adding equipment information.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates an equipment record.

4 Equipment No.—Enter a unique code identifying the piece of equipment, and then
enter a description of the equipment in the adjacent field.
5 Equipment Type—Enter the code identifying the type of the equipment.
6 Location—Enter the code identifying the location of the equipment.
7 Enter information into the remaining fields, as necessary.

62 5 ! EQUIPMENT
Adding Financial Information
Add financial information for each piece of equipment, including the general ledger
number, the department and cost center to which the equipment belongs, and the original
and replacement costs of the equipment.
MP2 calculates material costs, employee labor costs, and vendor labor costs from closed
work orders.
Follow these steps when adding financial information.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add financial information, and then click the
Financial Data tab. MP2 displays the Financial Data page.

3 General Ledger No.—Enter the code identifying the general ledger number for the
equipment.
4 Department—Enter the code identifying the department to which you charge
expenses for the equipment.
5 Cost Center—Enter the code identifying the cost center to which you charge
expenses for the equipment.
6 Original Cost—Enter the cost of the equipment at the time of purchase.
7 Replacement Cost—Enter the cost to replace the equipment, i.e., the current cost of
the equipment.
8 Enter information into the remaining fields, as necessary.

5 ! EQUIPMENT 63
Adding Safety Information
Add safety information, such as “lock out/ tag out” instructions, MSDS information, or
confined space entry specifications for the equipment. MP2 prints safety information on
work orders.
Follow these steps when adding safety information.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add safety information, and then click the Safety
Notes tab. MP2 displays the Safety Notes page.

3 Enter safety information in the memo field.

Tip: Copy and paste safety information from other software packages.

Managing Spare Parts

Spare parts are inventory items used to maintain equipment. Create lists of spare parts,
assigning spare parts codes to the lists, and then add the codes to equipment records to
quickly assign lists of spare parts.
You may also use spare parts lists as “build lists” for equipment. Build lists catalogue all
inventory and non-inventory items needed to rebuild the equipment.

64 5 ! EQUIPMENT
Creating Spare Parts Lists
Create lists of commonly used spare parts for each type of equipment. For example, if all
of your heating, ventilation, and air conditioning systems require the same spare parts,
create one spare parts list for all of them.
Follow these steps when creating spare parts lists.
1 Choose Activities | Equipment | Spare Parts from the menu bar. MP2 displays the
Spare Parts form.

2 Click to insert a new record. MP2 creates a spare parts record.

3 Spare-parts Code—Enter a unique code identifying the spare parts list.
4 Item No.—Enter the item to include on the spare parts list.
5 Qty—Enter the quantity of the part required for maintenance.

Adding Spare Parts Lists to Equipment Records

After creating spare parts lists, add the lists to equipment records.
Follow these steps when adding spare parts lists to equipment records.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add a spare parts list, and then click the Spares
tab. MP2 displays the Spares page.

5 ! EQUIPMENT 65
 3 Spare-parts Code—Enter the code identifying the spare parts list for the equipment.
MP2 lists the spare parts and the accompanying information.

Tip: To view the warehouse, stock location, and quantity of the selected item, click .

Updating Spare Parts Lists

Quantities of parts used for work orders might change over time; therefore, spare parts
lists can become inaccurate. You may automatically adjust spare parts lists by using
actual quantities from work order history. This feature eliminates manual data entry and
prevents you from having to remember the exact quantities used for maintenance work.
For example, a spare parts list defined as AUTO lists all parts required for a vehicle oil
change and tire rotation. The spare parts list includes 5 quarts of oil. The oil change
actually requires 6 quarts of oil, and the maintenance employee records this quantity on
the work order. When the employee closes the work order, MP2 transfers the new
quantity to work order history. Then, instead of manually adjusting the spare parts list to
provide the correct quantity required for the tune-up, the employee updates the spare
parts list from the correct information stored in history.
Follow these steps when updating spare parts lists.
1 Choose Activities | Equipment | Update Spare Parts Lists from the menu bar.
MP2 first searches all equipment records with defined spare parts lists and then
searches work order history for parts used on each of the selected pieces of
equipment. MP2 then displays this information in the Update Spare Parts Lists form.

66 5 ! EQUIPMENT
 2 Verify the information in the form, and then click Update. MP2 updates all spare
parts lists in the current filter with the new quantity.

Viewing Spare Parts Availability

View the availability of spare parts, including quantities currently in stock (Qty on
Hand), quantities not yet received on open purchase orders (Order Qty), and quantities
reserved for open work orders but not yet used (Qty Reserved). MP2 calculates the
shortage of each part with this formula.
Shortage = (Qty Reserved + Required) – (Qty on Hand + Order Qty)
Follow these steps when viewing spare parts availability.
1 Choose one of these options.
! Choose Activities | Equipment | Equipment from the menu bar. MP2 displays
the Equipment form.
! Choose Activities | Equipment | Spare Parts from the menu bar. MP2
displays the Spare Parts form.
2 Locate the equipment for which to view spare parts availability, and then choose
Parts Availability from the options menu. MP2 displays the Parts Availability dialog
box.

5 ! EQUIPMENT 67
 3 View the spare parts availability information, and then click OK. MP2 returns to the
equipment record.

Recording Meter Readings

Record meter readings for all applicable pieces of equipment. First, create meter records,
and if you want to track meter history, enter past meter readings. Then, update equipment
meter readings via one of these methods.
! Work order records—Enter meter readings on work order records after performing
maintenance work. Then, when you close the work orders, MP2 automatically
updates the equipment records.
! Equipment records—Enter meter readings directly on equipment records.
Tip: If you schedule tasks by meters, MP2 automatically generates work orders for
equipment when the equipment meter readings reach the meter frequencies specified
on the task records. Then, when you close the work orders, MP2 automatically
updates the meter information on the task records.

Adding Meter Information

Add meter records to equipment records, selecting the meter type and update method.
Follow these steps when adding meter information.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add meter information, and then click the Meters
tab. MP2 displays the Meters page.

68 5 ! EQUIPMENT
 3 Meter Name—Enter a unique code identifying the meter.
4 Unit of Measure—Enter the unit of measure for the meter (e.g., MILES).
5 Runtime/Cycles—Select the meter type.
6 Replace/Add—Select the method by which MP2 updates the meter reading.
Tip: Select Replace for standard meter readings, like odometers. Select Add only if you
reset the meter after taking the reading.

7 Rollover Point—Enter the meter value at which the count rolls over.
8 Enter information into the remaining fields, as necessary.

Updating Meter Readings

After adding meter information, record meter readings each time you perform
maintenance on the equipment. Refer to “Updating Meter Readings” in Chapter 10:
Work Orders for information on updating meter readings on work orders.
Follow these steps when updating meter readings.
1 Choose Activities | Equipment | Quick Meter Entry from the menu bar. MP2
displays the Quick Meter Entry form.

5 ! EQUIPMENT 69
 2 Equipment No.—Enter the code identifying the equipment with the meter to update.
3 Meter Name—Enter the code identifying the meter to update.
4 Value—Choose one of these options.
! Replace meter reading—If you specified Replace for Replace/Add on the
meter record, enter the value with which to replace the current meter reading.
! Add to meter reading—If you specified Add for Replace/Add on the meter
record, enter the value to add to the current meter reading.
5 Enter information into the remaining fields, as necessary.
6 Click Update. MP2 updates the equipment meter readings.
MP2 displays an Error Message if it cannot post a record. Correct the problem, and then
click Update.
Tip: You may also update meter readings by clicking Update Meter Reading on the Meters
page of the Equipment form.

Creating Component Hierarchies

Equipment component hierarchies represent the relationship between pieces of equipment
and their components. MP2 refers to equipment containing components as parents.
Create component hierarchies by first creating equipment records for all parent and
component equipment. Refer to “Creating Equipment Records” earlier in this chapter.
Next, add components to their parents. For example, after creating equipment records for
a lift truck and a motor, assign the motor to the lift truck as a component.
Follow these steps when creating component hierarchies.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add components, and then click the Components
tab. MP2 displays the Components page.

70 5 ! EQUIPMENT
 3 Available Equipment—Select a component of the equipment, and then click Link
Components. MP2 adds the component to the selected equipment in the
Components Tree.
Tip: You may drag component equipment from the Available Equipment list to its parent
equipment in the Components Tree. Select the component to add, place the cursor
over , and then drag the component to the parent equipment. Refer to the Windows
documentation for more information on dragging objects.
Refer to this table for additional procedures concerning components.

Function Procedure
Remove components Select, from the Components Tree, the component to
remove, and then click Un-link Components. MP2 displays a
message asking whether to un-link the current node. Click
Yes. MP2 removes the component and its sub-components
from the Components Tree.
Display parent Place the cursor in Equipment No. at the top of the page,
locate the component for which to display the parent, and
then click Show Parent. MP2 displays the parent of the
current equipment.
Display specific Double-click an equipment record in the Components Tree.
component hierarchy MP2 displays the component hierarchy for the selected
equipment only.

5 ! EQUIPMENT 71
Managing Service Contracts
At times, vendors offer warranties with equipment. Whether the warranty is free or you
pay for the contract, record this information in MP2 to ensure that the vendor maintains
and repairs the equipment.
Create service contract records, and then add the service contract codes to equipment
records. When equipment under warranty requires maintenance, MP2 notifies you that a
service contract covers the equipment. MP2 notifies you only if you assign a warranty
expiration date to the piece of equipment.

Creating Service Contract Records

Create service contract records for equipment under warranty.
Follow these steps when creating service contract records.
1 Choose Activities | Equipment | Service Contracts from the menu bar. MP2
displays the Service Contracts form.

2 Click to insert a new record. MP2 creates a service contract record.

3 Service Contract No.—Enter a unique code identifying the service contract. This
number may be the same as Contract No.
4 Contract No.—Enter the vendor’s service contract number.
5 Vendor Branch—Enter the code identifying the vendor branch with whom you have
the contract.
6 Starting Date—Enter the beginning date for the contract.
7 Expiration Date—Enter the ending date for the contract.

72 5 ! EQUIPMENT
Adding Service Contracts to Equipment Records
Service contracts might cover more than one piece of equipment. Specify the service
contract number for all equipment records covered under the service contract.
Follow these steps when adding service contracts to equipment records
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to add a service contract, and then click the
Financial Data tab. MP2 displays the Financial Data page.

3 Service Contract No.—Enter the code identifying the service contract.

Recording Service Contract Payments

Record all service contract payments made to vendors.
Follow these steps when recording service contract payments.
1 Choose Activities | Equipment | Service Contracts. MP2 displays the Service
Contracts form.

5 ! EQUIPMENT 73
 2 Last Payment—Enter the dollar amount of the payment.
3 Date Paid—Enter the date of the payment.
4 Click Add to Total Payment. MP2 updates Total Payment.

Viewing Equipment Covered Under Service Contracts

View all equipment covered under service contracts.
Follow these steps when viewing equipment covered under service contracts.
1 Choose Activities | Equipment | Service Contracts from the menu bar. MP2
displays the Service Contracts form.
2 Locate the service contract for which to view equipment, and then click the
Equipment tab. MP2 displays the Equipment page.

3 View the equipment associated with the service contract.

74 5 ! EQUIPMENT
Creating Nameplates and Equipment Variables
Create nameplates and equipment variables to store additional information about
equipment. Nameplates and equipment variables are different from the equipment user-
defined fields. User-defined fields store equipment-specific information. Nameplates and
equipment variables store and track information for all equipment of a particular
equipment type.
First, create nameplate or equipment variable records, and then add the detailed
nameplate or equipment variable information.

Creating Nameplate Records

After creating equipment records and assigning equipment types to them, you may create
nameplate records.
Follow these steps when creating nameplate records.
1 Choose Activities | Equipment | Nameplates from the menu bar. MP2 displays the
Nameplates form.

2 Select the equipment type for which to create a nameplate, and then click Create.
MP2 displays the Edit the Structure of Nameplate dialog box.

5 ! EQUIPMENT 75
 3 Click to insert a new record. MP2 creates a nameplate record.
4 Field Name—Enter the name of the field.
5 Field Type—Select the type of field.
6 Field Size—Enter the maximum number of characters for the field.
7 Primary Key—Select whether to designate the field as a key field.
8 Click OK. MP2 creates the nameplate record.

Entering Nameplate Information

After creating nameplates, enter nameplate information for each equipment.
Follow these steps when entering nameplate information.
1 Choose Activities | Equipment | Nameplates from the menu bar. MP2 displays the
Nameplates form.
2 Select the equipment for which to enter nameplate information, and then click Edit.
MP2 displays the Edit Nameplate dialog box.

3 Click to insert a new record. MP2 creates a nameplate information record.

4 Enter information into each nameplate field.

Creating Equipment Variable Records

After creating equipment records and assigning equipment types to them, you may create
equipment variable records.
Follow these steps when creating equipment variable records.
1 Choose Activities | Equipment | Equipment Variables from the menu bar. MP2
displays the Equipment Variables form.

76 5 ! EQUIPMENT
 2 Select the equipment type for which to create an equipment variable, and then click
Create. MP2 displays the Edit the Structure of Equipment Variable dialog box.

3 Click to insert a new record. MP2 creates an equipment variable record.

4 Field Name—Enter the name of the field.
5 Field Type—Select the type of field.
6 Field Size—Enter the maximum number of characters for the field.
7 Primary Key—Select whether to designate the field as a key field.
8 Click OK. MP2 creates the equipment variable record.

5 ! EQUIPMENT 77
Entering Equipment Variable Information
After creating equipment variables, enter equipment variable information.
Tip: You may edit equipment variable information while entering data on work orders.
Follow these steps when entering equipment variable information.
1 Choose Activities | Equipment | Equipment Variables from the menu bar. MP2
displays the Equipment Variables form.
2 Select the equipment type for which to enter equipment variable information, and
then click Edit. MP2 displays the Edit Equipment Variable Table dialog box.

3 Click to insert a new record. MP2 creates an equipment variable information

record.
4 Enter equipment variable information for each equipment/work order record.

Editing and Viewing Nameplates and Equipment Variables

Refer to this table for information on editing and viewing nameplates and equipment
variables.

Function
Edit fields
Edit nameplate or equipment
variable information
View nameplate or equipment
variable information
Procedure
Select the equipment type for which to edit fields, and
then click Restructure. Edit the fields included in the
nameplate or equipment variable, and then click OK.
Select the equipment type for which to edit fields, and
then click Edit. Edit the nameplate or equipment
variable information, and then click OK.
Select the equipment type for which to edit fields, and
then click View. View the nameplate or equipment
variable information.

78 5 ! EQUIPMENT
Calculating Equipment Maintenance Costs
Calculate the costs for materials and labor on open work orders and work orders in
history.

Calculating Total Equipment Costs

Total equipment cost includes the material and labor cost of maintaining the equipment.
MP2 obtains this information from work order and work order history records.
MP2 calculates the percentages of replacement cost and original cost based on the
maintenance costs. Compare the cost of maintaining the equipment to the cost of
purchasing a new piece of equipment.
Follow these steps when calculating total equipment costs.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to calculate costs, and then choose Total Cost from
the options menu. MP2 calculates the costs and then displays them in the Total Cost
dialog box.

3 View the costs, and then click OK. MP2 returns to the equipment record.

Calculating Asset Values

The asset value is the current depreciated value of the equipment.
Tip: Enter the Startup Date for the equipment and the Life (mos.) of the equipment prior to
calculating the asset value for the equipment.
Follow these steps when calculating asset values.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to calculate asset values, and then choose Asset
Value from the options menu. MP2 displays the Asset Value dialog box.

5 ! EQUIPMENT 79
 If you entered the value of Life (mos.) (on the Financial Data page) in months, MP2
calculates the Current Value of the equipment with this formula.

MP2 also calculates the Annual Depreciation of the equipment with this formula.

3 View the value of the equipment, and then click OK.

Viewing Equipment History

MP2 tracks all work performed on equipment. View equipment information when
necessary.
Follow these steps when viewing equipment history.
1 Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2 Locate the equipment for which to view history, and then click the History tab. MP2
displays the History page.

3 View the equipment history information.

80 5 ! EQUIPMENT
6 ! INVENTORY

Create inventory records for all the warehouses’ maintenance parts. Maintain an efficient,
cost-effective inventory by tracking parts usage on work orders and costs through
purchasing and by controlling the warehouses’ ordering process.
Purchase and receive inventory items with MP2’s Purchasing module. Refer to Chapters
11: Quotations, 12: Requisitions, and 13: Purchase Orders.
Control ordering with ABC analysis or Economical Order Quantity (EOQ). ABC analysis
groups parts by number of issues or quantity on hand. EOQ determines the most cost-
effective quantity to order, based on stocking costs and usage history. Refer to
“Performing EOQ Analysis” later in this chapter.
Each time you change an inventory record, MP2 records a specific inventory transaction
history record based on the transaction type. Refer to “Viewing Inventory Transaction
History” later in this chapter for information on inventory transaction history.

IN THIS CHAPTER
! Entering Initial Inventory Information ! Moving Items Within a Warehouse
! Creating Inventory Records ! Moving Items Between Warehouses
! Receiving Inventory Items ! Counting Inventory
! Viewing Inventory Availability ! Viewing Reserved Parts
! Printing Inventory Item Labels ! Viewing Warehouse Information
! Checking Out Inventory Items ! Calculating Inventory Usage
! Returning Inventory Items ! Calculating Inventory Costs
! Checking Out and Returning Multiple ! Performing ABC Analysis
Inventory Items
! Performing EOQ Analysis
! Adjusting Stock Levels
! Viewing Inventory Transaction History

81
Entering Initial Inventory Information
Enter initial inventory information, such as accounts, payment terms, units of measure,
and inventory types, and then assign these codes to inventory records. Refer to “Inserting
Records” in Chapter 2: Basics for information on creating new records in MP2. Refer to
Appendix A: Field Definitions for descriptions of all fields.

Menu Option Fields Examples

Activities | Inventory | Accounts Account Code 01-3001

Description Repair parts, entire plant

Activities | Inventory | Payment Payment Terms 90DAYS
Terms
Description 90 days, interest free
Activities | Inventory | Units of Unit EACH, GAL
Measure and Purchase
Description Each, Gallon

Activities | Inventory | Inventory Type BRNG, FILT

Types
Description Bearing, Filter

Creating Inventory Records

Create inventory records for each of your inventory items. MP2 tracks inventory items,
including usage, quantities in multiple locations and warehouses, substitute items,
vendors, and reorder points.

Adding Inventory Information

Add basic information about the inventory item, including the type, account codes, and
cost center.
Follow these steps when adding inventory information.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Click the Record View tab. MP2 displays the Record View page.

82 6 ! INVENTORY
 3 Click to insert a new record. MP2 creates an inventory item record.
4 Item No.—Enter a unique code identifying the item, and then enter a description of
the item in the adjacent field.
5 Type—Enter the code identifying the inventory type.
6 Balance—Enter the code identifying the account to which to charge the item while it
is in inventory.
7 Expense—Enter the code identifying the account to which to charge the item when it
is checked out of inventory.
8 Write-off—Enter the code identifying the account to which to charge the item when
it is written-off.
9 Cost Center—Enter the code identifying the cost center for the item.
10 Enter information into the remaining fields, as necessary.

Adding Stock Information

Enter the warehouse, location, and quantity for inventory stock items.
Follow these steps when adding stock information.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to add stock information, and then click the
Record View tab. MP2 displays the Record View page.
3 Click the Stock tab at the bottom of the page. MP2 displays the Stock sub-page.

6 ! INVENTORY 83
 4 Warehouse—Enter the code identifying the warehouse containing the item.
5 Location—Enter the code identifying the location of the item.
6 Qty on Hand—Enter the number of items at this location. MP2 displays the
Inventory Item Cost dialog box.

7 Adjusted Unit Cost—Enter the unit cost of the item.

8 Click OK. MP2 returns to the inventory item record.

Adding Ordering Information

Enter purchasing information for inventory items, and specify the reordering method.
Follow these steps when adding ordering information.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to add ordering information, and then click the
Record View tab. MP2 displays the Record View page.
3 Click the Ordering tab at the bottom of the page. MP2 displays the Ordering sub-
page.

4 Reorder Qty—Enter the number of items to order when reordering.

84 6 ! INVENTORY
 5 Reorder Method—Select one of these options.
! Min/Max—Select this method for items used infrequently. During the
requisition generation process, MP2 selects items using this formula.
Qty on hand + Qty on order – Qty reserved < Min Stock Level
When the total quantity available of the item is below the Minimum Stock
Level, MP2 requisitions the item.
! Reorder Point—Select this method for items used frequently. During the
requisition generation process, MP2 selects items using this formula.
Qty on hand + Qty on order – Qty reserved ! Reorder point
When the total quantity available of the item is equal to or below the Reorder
Point, MP2 requisitions the item.
6 Enter this information according to the selected reorder method.
! Minimum Stock Level—If you chose Min/Max for the reorder method, enter
the stock level below which MP2 generates requisitions for the item.
! Reorder Point—If you chose Reorder Point for the reorder method, enter the
stock level at or below which MP2 generates requisitions for the item.
7 Enter information into the remaining fields, as necessary.

Editing Unit Cost Information

Edit unit cost information, if necessary.
Follow these steps when editing unit cost information.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to edit cost information, and then click the
Record View tab. MP2 displays the Record View page.
3 Click the Costs tab at the bottom of the page. MP2 displays the Costs sub-page.

If the cost method is FIFO or LIFO, the form displays the actual receipts and the
actual unit cost (not averaged) for each receipt.
4 Date and Time—Edit, if necessary.
5 Unit Cost—Enter the item’s updated cost per unit.

6 ! INVENTORY 85
Specifying Substitute Items
Specify substitute items that employees may use when the items they need are not in
stock.
Follow these steps when specifying substitute items.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to specify substitute items, and then click the
Substitute Items tab. MP2 displays the Substitute Items page.

3 Substitute Item No.—Enter the code identifying the inventory item that employees
use in place of the inventory item.

Assigning Vendors to Items

Assign vendors to items. MP2 uses this information when ordering items.
Follow these steps when assigning vendors to items.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to assign vendors, and then click the Vendors
tab. MP2 displays the Vendors page.

86 6 ! INVENTORY
 3 Vendor ID—Enter the code identifying the vendor supplying the item.
4 Manufacturer—Enter the code identifying the manufacturer of the item.
5 Enter information into the remaining fields, as necessary.

Adding Specifications and Notes

Add specifications to inventory item records. MP2 prints specifications on purchase
orders. Add notes to inventory item records for reference. MP2 does not print notes on
purchase orders.
Follow these steps when adding specifications and notes.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to add specifications and notes, and then click
the Specifications/Notes tab. MP2 displays the Specifications/Notes page.

6 ! INVENTORY 87
 3 Specifications—Enter item specifications.
4 Notes—Enter additional information about the item.

Receiving Inventory Items

Receive items with inventory quick receive if your purchasing department uses a separate
purchasing package. Also, use this receive function to update item locations, quantities,
and costs without editing individual inventory records.
When you receive inventory items, MP2 updates the stock level and creates an inventory
transaction history record with a Transaction Type of Quick Receive for each item.
MP2 does not record inventory receive transactions in purchase order history. Refer to
“Receiving Line Items” in Chapter 13: Purchase Orders.
Follow these steps when receiving inventory items.
1 Choose Activities | Inventory | Quick Receive from the menu bar. MP2 displays
the Quick Receive form.

88 6 ! INVENTORY
 2 Item No.—Enter the code identifying the item to receive.
3 Warehouse—Enter the code identifying the warehouse to which to receive the item.
4 Location—Enter the code identifying the location to which to receive the item.
5 Unit Cost—Enter the unit cost of the item.
6 Quantity—Enter the number of items to receive.
7 Date and Time—Edit the date and time of the receipt, if necessary.
8 Click Update. MP2 updates the appropriate inventory records.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Update.

Viewing Inventory Availability

Before checking out items, view the available quantities on hand, average unit costs, total
values, quantities on order, and quantities reserved.
Follow these steps when viewing inventory availability.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to view availability, and then choose Item
Status from the options menu. MP2 displays the Item Status dialog box.

6 ! INVENTORY 89
 3 View the item information, and then click OK. MP2 returns to the inventory item
record.
Tip: Qty on Order appears blank until you calculate the usage of inventory items. Refer to
“Calculating Inventory Usage” later in this chapter.

Printing Inventory Item Labels

Print labels for inventory items to guard against checking out incorrect items. Print a
label for each in-stock item, including the item number, description, and location. MP2
can print up to 999 of various sizes and styles of labels in one session.
Follow these steps when printing inventory item labels.
1 Choose Activities | Inventory | Item Labels from the menu bar. MP2 displays the
Item Labels print dialog box.
2 Click OK. MP2 prints the labels.

Checking Out Inventory Items

Check out inventory to an employee or vendor, and then charge the check-out to a work
order, equipment, cost center, employee, or location.
When you check out inventory items, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Inventory Check Out.
Follow these steps when checking out inventory items.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item to check out, and then choose Check Out from the
options menu. MP2 displays the Check Out Items dialog box.

90 6 ! INVENTORY
 3 Issue To—Select whether to check out the item to an Employee or to a Vendor.
4 Employee Code or Vendor Branch—Enter the code identifying the employee or
vendor branch.
5 Charge To—Select one of these options for charging the check-out to a work order,
equipment, cost center, employee, or location.

Option Procedure
Work Order Select Work Order, and then enter the WO No. When
posted, MP2 updates the work order parts information.
Equipment Select Equipment, and then enter the Equipment No.
Cost Center Select Cost Center, and then enter the Cost Center.
Employee Select Employee, and then enter the Employee Code.
Location Select Location, and then enter the Location.
6 Issue-from Warehouse—Enter the code identifying the inventory warehouse from
which to check out the item.
7 Issue-from Location—Enter the code identifying the inventory location from which
to check out the item.
8 Check-out Quantity—Enter the number of items to check out.
9 Enter information into the remaining fields, as necessary.
10 Click Post. MP2 updates the inventory item information.

6 ! INVENTORY 91
Returning Inventory Items
Return items from an employee or vendor, and credit a work order, cost center,
equipment, employee, or location.
When you return inventory items, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Inventory Return.
Follow these steps when returning inventory items.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item to return, and then choose Return from the options menu.
MP2 displays the Return Items dialog box.

3 Return From—Select whether to return the item from an Employee or from a

Vendor.
4 Employee Code or Vendor Branch—Enter the code identifying the employee or
vendor branch.
5 Credit To—Select one of these options for crediting the return to a work order,
equipment, cost center, employee, or location.

Option Procedure
Work Order Select Work Order, and then enter the WO No. When
posted, MP2 updates the work order parts information.
Equipment Select Equipment, and then enter the Equipment No.
Cost Center Select Cost Center, and then enter the Cost Center.

92 6 ! INVENTORY
 Option Procedure
Employee Select Employee, and then enter the Employee Code.
Location Select Location, and then enter the Location.
6 Warehouse—Enter the code identifying the warehouse to which to return the item.
7 Location—Enter the code identifying the location to which to return the item.
8 Return Quantity—Enter the number of items to return.
9 Enter information into the remaining fields, as necessary.
10 Click OK. MP2 updates the inventory item information.

Checking Out and Returning Multiple Inventory Items

Check out and return multiple inventory items without accessing individual item records.
Once you enter all the check-out and return information, post the transactions at one time.
MP2 updates stock levels and creates inventory transaction records for all items.
Follow these steps when checking out and returning multiple inventory items.
1 Choose Activities | Inventory | Quick Check-out/Return from the menu bar. MP2
displays the Quick Check-out/Return form.

2 Item No.—Enter the code identifying the item to check out or return.
3 Check-out/Return—Select either Check-out or Return.
4 Warehouse—Enter the code identifying the warehouse from which to check out the
item or to which to return the item.
5 Location—Enter the code identifying the location from which to check out the item
or to which to return the item.

6 ! INVENTORY 93
 6 To/From—Select whether to check out the item to or to return the item from an
Employee or a Vendor.
7 To/From No.—Enter the code identifying the employee or vendor branch.
8 Charge/Credit to—Select whether to charge the check-out or to credit the return to
a work order, cost center, equipment, employee, or location.
9 Charge/Credit to No.—Enter the code identifying the work order, cost center,
equipment, employee, or location.
10 Date and Time—Edit the date and time of the transaction, if necessary.
11 Quantity—Enter the number of items to check out or return.
12 Enter information into the remaining fields, as necessary.
13 Click Update. MP2 updates the inventory item information.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Update.

Adjusting Stock Levels

Adjust stock levels to resolve discrepancies between quantities in the system and actual
quantities on shelves. Refer to the item’s transaction history to determine which actions
caused the discrepancies.
When you adjust stock levels, MP2 creates inventory transaction history records with
transaction types of Stock Adjustment.
Follow these steps when adjusting stock levels.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item to adjust, and then choose Adjust Stock from the options
menu. MP2 displays the Adjust Stock Level dialog box.

3 Warehouse—Enter the code identifying the warehouse of the item for which to
adjust stock.
4 Location—Enter the code identifying the location of the item for which to adjust
stock.

94 6 ! INVENTORY
 5 New Quantity—Enter the new number of items at the specified location.
6 Enter information into the remaining fields, as necessary.
7 Click OK. MP2 updates the inventory item information.

Moving Items Within a Warehouse

When you move items within a warehouse, MP2 creates an inventory transaction history
record with a Transaction Type of Move.
Follow these steps when moving items within a warehouse.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item to move, and then choose Move Stock from the options
menu. MP2 displays the Move Stock dialog box.

3 Warehouse—Enter the code identifying the warehouse storing the item.

4 From Location—Enter the code identifying the location from which to move the
item.
5 To Location—Enter the code identifying the location to which to move the item.
6 Quantity to Move—Enter the number of items to move.
7 Moved By—Select either Employee or Vendor to specify who is moving the item.
8 Employee Code or Vendor ID—Enter the code identifying the employee or vendor.
9 Enter information into the remaining fields, as necessary.
10 Click OK. MP2 updates the inventory item information.

6 ! INVENTORY 95
Moving Items Between Warehouses
When you move items from one warehouse to another, MP2 creates a Transaction Type
of Inter-warehouse Transfer.
Follow these steps when moving items between warehouses.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item to move, and then choose Inter-warehouse Transfer
from the options menu. MP2 displays the Inter-warehouse Transfer dialog box.

3 From Warehouse—Enter the code identifying the warehouse from which to move
the item.
4 From Location—Enter the code identifying the location from which to move the
item.
5 To WarehouseEnter the code identifying the warehouse to which to move the
item.
6 To Location—Enter the code identifying the location to which to move the item.
7 Quantity to Move—Enter the number of items to move.
8 Moved By—Select either Employee or Vendor to specify who is moving the item.
9 Employee Code or Vendor ID—Enter the code identifying the employee or vendor.
10 Enter information into the remaining fields, as necessary.
11 Click OK. MP2 updates the inventory item information.

96 6 ! INVENTORY
Counting Inventory
Count existing stock, and then compare actual quantities to the quantities in MP2. Modify
quantities in MP2, if necessary, and post the changes.
When you count inventory, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Physical Inventory for each item.
Complete these steps when counting inventory.

Step 1: Printing Counting Sheets and Counting Inventory

The first step in counting inventory is printing counting sheets. Counting sheets are hard
copy inventory item lists on which maintenance employees record the counts before
entering them into MP2.
Follow these steps when printing counting sheets and counting inventory.
1 Choose Reports | Inventory | Physical Inventory Counting Sheets from the
menu bar. MP2 displays the Physical Counting Sheets print dialog box.
Tip: Sort the counting sheet report by Warehouse or Location if items exist in more than
one warehouse/location.

2 Select Print, and then click OK. MP2 prints the counting sheets.
3 Count the stock, and write the numbers in the Quantity column on the sheets.

Step 2: Entering and Posting Counts

The second step in counting inventory is entering the new counts into MP2, and then
posting the counts.
Follow these steps when entering and posting counts.
1 Choose Activities | Inventory | Physical Inventory from the menu bar. MP2
displays the Physical Inventory form.

6 ! INVENTORY 97
Tip: If you sorted the counting sheets before printing them, sort the Physical Inventory
form to match the counting sheet sort order. For example, if you sorted the counting
sheets by Location, sort the Physical Inventory form by Location.

2 New Qty—Enter the actual quantity for each item.

3 Choose Update Stock Level from the options menu. MP2 displays the Tracking
Transactions dialog box, prompting you for your employee code.
4 Enter your employee code, and then click OK. MP2 displays a confirmation.
5 Click OK. MP2 posts the new counts.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then post the counts again.

Step 3: Printing the Adjustment Report

The third step in counting inventory is printing the adjustment report. This report lists all
changes to item information during the most recent physical counting session. Keep this
report for your records.
Follow these steps when printing the adjustment report.
1 Choose Reports | Inventory | Physical Inventory Adjustment from the menu bar.
MP2 displays the Physical Inventory Adjustment print dialog box.
2 Select Print, and then click OK. MP2 prints the adjustment report.

98 6 ! INVENTORY
Viewing Reserved Parts
View inventory items that are currently in stock but are reserved for work orders.
When you enter parts for tasks and then generate work orders or when you manually
enter parts on work orders, MP2 reserves those parts. When you enter the quantity used
for the work order, MP2 updates inventory to reflect that quantity. When you close or
delete work orders, MP2 removes the parts from the reserved list.
Reserved items do not affect the quantity on hand, but they do affect the reorder point.
For example, if the reorder point is 2, 5 parts are in stock, and employees have reserved 3
of those parts, MP2 generates a requisition for that part.
If you return a part from a work order, MP2 does not delete the part from the reserved
list. The part remains in reserve until you close the work order.
Follow these steps when viewing reserved parts.
1 Choose Activities | Inventory | Reserved Items from the menu bar. MP2 displays
the Reserved Items form.

2 View the reserved item information.

Viewing Warehouse Information

View warehouse information, including addresses, contact information, and financial
information.
Follow these steps when viewing warehouse information.
1 Choose Activities | Inventory | Warehouses from the menu bar. MP2 displays the
Inventory Warehouses form.

6 ! INVENTORY 99
 2 View the warehouse information.

Calculating Inventory Usage

Calculate inventory usage, by month, to determine the amount of inventory you have
used and received.
Follow these steps when calculating inventory usage.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to calculate usage, and then click the Record
View tab. MP2 displays the Record View page.
3 Click the Stock tab at the bottom of the page. MP2 displays the Stock sub-page.
4 Select the warehouse for which to calculate usage, and then click the Usage tab at the
bottom of the page. MP2 displays the Usage sub-page.

5 Click Calculate. MP2 updates the usage information.

Tip: To graph item usage information, click Graph.

100 6 ! INVENTORY
Calculating Inventory Costs
MP2 calculates inventory costs based on one of these inventory costing methods:
Weighted Averaging, FIFO (First In, First Out), or LIFO (Last In, First Out). The
accounting department most likely determines your costing method, and the System
Administrator specifies your costing method in MP2.
Follow these steps when calculating inventory costs.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to calculate cost, and then click the Record
View tab. MP2 displays the Record View page.
3 Click the Costs tab at the bottom of the page. MP2 displays the Costs sub-page.
If the costing method is FIFO or LIFO, the form displays the actual receipts and the
actual unit cost (not averaged) for each receipt.
4 Select the warehouse location for which to calculate costs, and then click Calculate.
MP2 calculates and displays the costs.

Performing ABC Analysis

ABC Analysis is a materials management tool that groups parts by number of issues or
quantity on hand to help you determine which materials to manage closely. ABC
Analysis provides an efficient means of reordering and managing inventory items.
With ABC Analysis, classify inventory items by cost and by usage: high (A), medium
(B), and low (C). Base these categories either on quantity on hand or on usage history.
The default values are 75% for A, 20% for B, and 5% for C, but you may change these
values.
These examples demonstrate uses of ABC Analysis.
! Purchasing—Assign purchase order approval levels based on ABC class. For
example, require that purchase orders for A items be approved by the president or
Chief Financial Officer (CFO), that purchase orders for B items be approved by
department heads, and that purchase orders for C items be approved by project
leaders.

6 ! INVENTORY 101
 ! Physical Inventory Counting—Count A items weekly or daily, B items monthly, and
C items annually.
! Forecasting—Forecast A items with resolution from a forecasting committee. Use
simple trend projection for B items, and use the buyer’s best guess for C items.

Classifying Inventory Items

Classify all stock items by cost volume, according to quantities or usage.
Follow these steps when classifying inventory items.
1 Choose Activities | Inventory | ABC Analysis from the menu bar. MP2 displays the
ABC Analysis dialog box.

2 Calculate From—Select one of these options.

! Quantity on Hand—Select to base ABC classification on the quantity of
inventory items on hand, using this formula.
Quantity on hand x Adjusted Unit Cost
! Usage History—Select to base ABC classification on the usage history of
inventory items, using this formula.
Annual demand x Adjusted Unit Cost
Specify the date range in Starting Date and Ending Date between which to use
usage history.
3 Enter information into the remaining fields, as necessary.
4 Click OK. MP2 displays the ABC Analysis print dialog box.
5 Enter a Destination, and then click OK. MP2 prints the ABC Analysis report.

102 6 ! INVENTORY
Interpreting ABC Analysis Reports
The information in ABC Analysis reports helps you to manage inventory more
effectively.
! A items represent the largest percentage of the total inventory value. Keep the
quantity on hand for these items low, but guard against depleting your supply of
these items. Manage them closely.
! B items represent a moderate percentage of the total inventory value. Determine a
fixed reorder point and a fixed reorder quantity for these items to guard against
depleted supplies, and keep your management time for B items minimal.
! C items represent a small percentage of the total inventory value. Keep the quantity
on hand for these items high. Determine a high fixed reorder point and a high fixed
reorder quantity for these items to guard against depleted supplies. Keeping this item
available saves you time.

Performing EOQ Analysis

Perform EOQ (Economic Order Quantity) analysis to determine the most efficient order
quantity for inventory items. EOQ is based on past average demand, and it can minimize
order costs, holding costs, and item costs for each item.
MP2 calculates EOQ using these variables.
! Average demand per year—An appropriated number based on an item’s total usage
over a specified date range. This variable assumes that demand is constant over the
whole year with no seasonal fluctuations.
! Average unit cost—An item’s average historical unit cost.
! Number of purchases per year—An item’s projected number of annual orders, using
the calculated EOQ quantity.
! Date range—The number of days from an item’s first and last usage.
! Total usage—The total quantity of the item used during the specified date range.
Calculate EOQ quantities either for all items or for specific items. By default, MP2
calculates the above variables for all inventory items. Define and set filters for specific
items when calculating EOQ.
Follow these guidelines when selecting items for EOQ calculations.
! Calculate and use EOQ quantities for items at a specific warehouse rather than for all
inventory items.
! Use both ABC and EOQ analyses. First, run ABC Analysis to partition items into
their respective ABC classes, and then run EOQ Analysis for all items with an A
class.
Minimize inventory costs by determining the reorder point and reorder quantity for
inventory items. MP2 determines an item’s average annual use of by dividing the total
quantity of the item used by the span of time you used them. Update an item’s reorder
quantity with the calculated reorder quantity.

6 ! INVENTORY 103
 MP2 assumes that demand is constant. It does not account for demand fluctuations with
forecasting models, and it does not account for quantity discounts.
Datastream recommends that you allow 90 or more days between the first and last
transactions before you calculate EOQ for an item. Choose a longer period if you have
seasonal items. If you calculate EOQ based on fewer than 90 days of information, the
analysis does not fairly represent the inventory cycle for that item.
Follow these steps when performing EOQ Analysis.
1 Choose Activities | Inventory | EOQ Analysis from the menu bar. MP2 displays
the EOQ Analysis dialog box.

2 Choose one of these options.

! Include particular items—Define a filter to include only particular inventory
items in the analysis.
! Include all items—Select (All Items) from Filter Name to include all inventory
items in the analysis.
3 Holding Cost (%)—Enter the percentage representing the cost of holding one
inventory item for a year. This variable represents the Annual Inventory-Holding-
Cost Rate, which you obtain from the accounting department.
4 Order Cost—Enter the average cost of processing an order. Include the clerical
costs of preparing a purchase order and the costs of processing an invoice.
5 Click OK. MP2 displays the EOQ Analysis form.

104 6 ! INVENTORY
 6 Update Order Qty—Select Yes for each item for which to update the reorder
quantity.
7 Click Update Inventory. MP2 displays a message asking whether to round the reorder
quantity to the nearest whole number.
8 Click Yes. MP2 updates inventory accordingly.
Tip: To print an EOQ Analysis report, click Print.

Viewing Inventory Transaction History

Each time you edit inventory records, MP2 records specific inventory transaction history
records based on the transaction type. You can view inventory transaction history, but
you cannot edit it.

Action Transaction Type

Receiving items via Inventory Quick Quick Receive
Receive
Receiving items via Purchasing Receive P.O. Receipt
Checking out items Inventory Check-Out
Returning items via Inventory Return Inventory Return
Adjusting stock levels Stock Adjustment
Moving items within a warehouse Stock Movement
Move items between warehouses Warehouse Transfer
Counting inventory Physical Inventory
Correcting purchasing receives P.O. Correction

6 ! INVENTORY 105
 Action Transaction Type
Returning items via Purchasing Return Return to Vendor
Correcting purchasing returns Return-to-Vendor
Correction
Follow these steps when viewing inventory transaction history.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to view history, and then click the Record View
tab. MP2 displays the Record View page.
3 Click the History tab at the bottom of the page. MP2 displays the History sub-page.

4 View the inventory history information.

106 6 ! INVENTORY
7 ! SCHEDULING

Specify the normal working days for the site and for each employee. Then, use the
normal working days, exceptions to normal working days, and equipment downtime to
schedule work orders and tasks. Scheduling work and labor increases the efficiency of the
maintenance operation.
View the current work order and task scheduling work load by day, week, or month;
assign additional work for under-utilized days; and reduce the work load for over-utilized
days.

IN THIS CHAPTER
! Scheduling Site Operations
! Scheduling Employees
! Recording Equipment Downtime for Reference
! Scheduling Work Orders

107
Scheduling Site Operations
Specify the days on which the site normally does and does not operate. Specify site
scheduling exceptions such as holidays and manufacturing deadlines. MP2 does not
generate work orders for days that the site does not operate; instead, MP2 generates those
work orders on the next working day.

Specifying the Normal Site Work Week

Specify the normal working days for the site.
Follow these steps when specifying the normal site work week.
1 Choose Activities | Scheduling | Sites from the menu bar. MP2 displays the Site
Scheduling form.

2 Click to insert a new record. MP2 creates a site scheduling record.

3 Sun through Sat—Select Yes for each day of the week that the site operates.

108 7 ! SCHEDULING
Specifying Site Scheduling Exceptions
Specify exceptions to the normal site work week for these two situations.
! Dates during which the site is closed but which fall on a day of the week the site
normally operates. For example, you can specify that the site will not operate on
January 1 (New Year’s Day). MP2 does not generate work orders on these dates.
! Dates during which the site is open but which fall on a day of the week the site
normally does not operate. For example, you can specify that the site is open on a
certain Saturday to meet a manufacturing deadline. MP2 generates work orders on
days listed in Exceptions to normal working days that have Yes for Working
Day.
Follow these steps when specifying site scheduling exceptions.
1 Choose Activities | Scheduling | Sites from the menu bar. MP2 displays the Site
Scheduling form.

2 Site—Select your site.

3 Date—Enter the date of the scheduling exception.
4 Working Day—Select No if the facility normally operates on this date but will be
closed. Select Yes if the facility normally does not operate on this date but will be
open.
5 Description—Enter a description of the scheduling exception.

7 ! SCHEDULING 109
Scheduling Employees
Schedule the daily available hours projected for each employee for the regular work
week, and specify employee scheduling exceptions such as sick time, vacation time, and
overtime.

Specifying Regular Employee Hours

Specify the regular hours for each employee’s regular working day.
Follow these steps when specifying regular employee hours.
1 Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.

2 Click to insert a new record. MP2 creates an employee scheduling record and
populates Site with your home site.
3 Employee Code—Enter the code identifying the employee to schedule.
4 Craft—Enter the code identifying the employee’s craft.
5 Sun through SatEnter the number of hours the employee works for each day of
the week.

110 7 ! SCHEDULING
Specifying Single-Day Employee Scheduling Exceptions
Record each employee’s missed work hours or extra work hours.
Follow these steps when specifying single-day employee scheduling exceptions.
1 Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.

2 Select the employee for whom to schedule exceptions.

3 Date—Enter the date of the scheduling exception.
4 Attendance Code—Enter the code identifying the reason for the scheduling
exception.
5 Choose one of these options.
! Reduced hours—Enter the number of hours the employee will take off on the
specified date. For example, if the normal work day is 8 hours, and the
employee will work for only 6 hours, enter 2 in this field.
! Increased hours—Enter the number of additional hours the employee will work
on the specified date. For example, if the normal work day is 8 hours, and the
employee will work 12 hours, enter 4 in this field.

Specifying Multiple-Day Employee Scheduling Exceptions

Specify scheduling exceptions that span multiple days. For example, an employee’s
normal work week may be Monday through Friday, 8 hours a day. If an upcoming project
requires the employee to work 10 hours a day for 3 consecutive days, you can specify this
prolonged scheduling exception at one time without entering the scheduling exception for
each individual day.

7 ! SCHEDULING 111
 Follow these steps when specifying multiple-day employee scheduling exceptions.
1 Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.
2 Select the employee for whom to schedule exceptions.
3 Click Multiple Days. MP2 displays the Employee Scheduling Exceptions dialog box.

4 From Date and To Date—Enter the date range of the scheduling exception.
5 Attendance Code—Enter the code identifying the reason for the scheduling
exception.
6 Choose one of these options.
! Reduced hours per Day—Enter the number of hours the employee will take off
on the specified date. For example, if the normal work day is 8 hours, and the
employee will work for only 6 hours, enter 2 in this field.
! Increased hours per Day—Enter the number of additional hours the employee
will work on the specified date. For example, if the normal work day is 8 hours,
and the employee will work 12 hours, enter 4 in this field.
7 Click OK. MP2 updates the scheduling exceptions for the employee.

Recording Equipment Downtime for Reference

Record in advance when equipment will be out of operation, such as seasons when the
facility does not use the equipment. Reference this information and schedule equipment
maintenance during the downtime. Recording equipment downtime does not directly
affect work order scheduling because MP2 does not create a link between this
information and other equipment or task information.
Follow these steps when recording equipment downtime for reference.
1 Choose Activities | Scheduling | Production from the menu bar. MP2 displays the
Production Schedule form.

112 7 ! SCHEDULING
 2 Click to insert a new record. MP2 creates a production scheduling record.
3 Site—Select your site.
4 Equipment No.—Enter the code identifying the equipment for which to record
downtime information.
5 Date Down—Enter the date on which the equipment is out of operation.
6 Date Up—Enter the date on which the equipment is in operation.
7 Reason—Enter the reason the equipment is out of operation.

Scheduling Work Orders

View the current work order schedule and quickly schedule backlogged work orders,
unscheduled work orders, tasks, and unapproved on-site requests. Additionally, you can
reschedule and unschedule work orders when necessary.
Once you run the projection process, MP2 also includes tasks in the schedule. MP2
displays a hyphen (-) for the WO No. for each task. MP2 displays separate work order
and task records for every equipment and location on a work order or task.

Projecting the Work Order Schedule

Running the projection process does not automatically generate work orders for due
tasks. It simply displays upcoming tasks on the schedule so that you can plan for them.
However, if you move a projected work order to another day or assign labor to it, then
MP2 generates the projected work order into an actual work order scheduled for the
specified date. The System Administrator defines projection durations.
After viewing the tasks on employees’ projected dates, schedule labor resources
according to the expected work load, not just according to actual scheduled work orders.

7 ! SCHEDULING 113
Tip: The System Administrator can set up a scheduled process for work order projection
to run on the server while MP2 is idle.
Follow these steps when projecting the work order schedule.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Choose Start Scheduled Projection Process from the options menu. MP2
displays a message indicating that the process may take several minutes.
3 Click Yes. MP2 projects the tasks due and updates labor information.

Viewing the Work Order Schedule

View the work order schedule to gather information concerning current maintenance
projects and to assist in future scheduling.
Follow these steps when viewing the work order schedule.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.

2 Refer to this table when viewing the work order schedule.

View Procedure
Daily schedule Click the Day View tab, and then select, from the calendar,
the day for which to view the schedule.
Tip: MP2 displays the work order or task on each day
between the Scheduled Start Date and Scheduled
Finish Date.
Weekly schedule Click the Week View tab, and then select, from the calendar,
the week for which to view the schedule.

114 7 ! SCHEDULING
 View Procedure
Monthly schedule Click the Month View tab, and then select, from the
calendar, the month for which to view the schedule.
Backlogged work Click the Backlogged tab at the bottom of the page.
orders
Unscheduled work Click the Unscheduled tab at the bottom of the page.
orders
Unapproved Click the Unapproved Requests tab at the bottom of the
requests page.
Tip: To refresh the work order schedule, click Refresh. MP2 updates the schedule with the
current work order and unapproved on-site request information.

Scheduling, Rescheduling, and Unscheduling Work Orders

Schedule tasks, backlogged work orders, unassigned on-site requests, and unscheduled
work orders. Reschedule work orders and unschedule work orders as necessary.
Follow these steps when scheduling, rescheduling, and unscheduling work orders.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Refer to this table when scheduling, rescheduling, and unscheduling work orders.

Function Procedure
Schedule Locate the work order on the Backlogged sub-page, and then
backlogged work drag it to the day on the calendar for which to schedule it.
orders MP2 updates the scheduled start date.
Schedule Locate the work order on the Unscheduled sub-page, and then
unscheduled work drag it to the day on the calendar for which to schedule it.
orders MP2 updates the scheduled start date.
Schedule Locate the work order on the Unapproved Request sub-page,
unapproved and then drag it to the day on the calendar for which to
requests schedule it. MP2 displays the Labor Assignment dialog box.
Enter labor information, and then click either OK or Cancel.
MP2 approves the request and schedules it for the selected
day.

7 ! SCHEDULING 115
 Function Procedure
Reschedule work Locate the work order or task on the Day View, Week View,
orders or tasks or Month View page, and then drag it to the day on the
calendar for which to reschedule it.
If you reschedule a work order, MP2 updates the scheduled
start date. If you reschedule a task, MP2 generates a work
order for it on the new date.
Unschedule work Locate the work order on the Day View, Week View, or
orders Month View page, and then click the Unscheduled tab. Drag
the work order to the Unscheduled sub-page. MP2
unschedules the work order.
3 Scheduler—Enter the code identifying the employee scheduling the work. MP2
updates Assigned By for each scheduled work order during the scheduling session.

Viewing Labor Utilization

View labor utilization percentages for each calendar day.
Follow these steps when viewing labor utilization.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Select one of these options.
! View craft utilization—Select By Craft.
! View employee utilization—Select By Employee.
3 Place the cursor over a calendar day to view the craft or employee utilization
percentage for that day. Refer to this table when viewing the labor utilization.

Color Significance
Gray Non-working day for the site or no employees scheduled for this day.
Green Total scheduled hours are less than total available hours, and labor
utilization is less than 80%.
Yellow Total scheduled hours are between 80% and 100% of total available
hours.
Red Total scheduled hours exceed the total available hours.

116 7 ! SCHEDULING
Assigning Labor to Work Orders
After viewing the schedule, assign labor to work orders. If you assign labor to a task,
MP2 generates a work order for the task.
Follow these steps when assigning labor to work orders.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Locate the work order for which to assign labor.
3 Click Assign Labor. MP2 displays the Labor Assignment dialog box.

MP2 lists only the employees available for the day you schedule the work to begin.
MP2 also lists the craft information from the task or work order record. Refer to the
list of crafts when assigning labor to the work order.
4 Select an employee to assign to the work order, and then click Select. MP2 copies
the employee information to the Assigned Employee area.
Tip: To view employee utilization for each day of the week, click Week View. Then,
compare the work load to the employee’s regular work week to determine the
employee’s utilization before scheduling additional hours.

5 Estimated Hours—Enter the estimated number of hours that the employee will
spend on the work order that day.
6 Click OK. MP2 assigns the labor to the work order.

7 ! SCHEDULING 117
Filtering Labor Information
Filter labor information to view only work orders scheduled for a particular craft or
employee. MP2 adjusts the craft and employee utilization according to the filter.
Follow these steps when filtering labor information.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Select one of these options.
! Filter by craft—Select By Craft, and then select the craft filter.
! Filter by employee—Select By Employee, and then select the employee filter.

Printing Work Orders

Print work orders after scheduling and assigning labor to them.
Follow these steps when printing work orders.
1 Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2 Choose one of these options.
! Print the current work order—Select the work order to print, and then click .
! Print all work orders in the current view—Choose Print All Work Orders in
Current View from the options menu. MP2 prints all work orders on the current
page.
! Print selected work orders in current view—Choose Print Selected Work
Orders in Current View from the options menu. MP2 prints only those work
orders selected for printing.
MP2 displays the print dialog box.
3 Click OK. MP2 prints the work order(s).

118 7 ! SCHEDULING
8 ! TASKS

Develop a preventive maintenance schedule by creating task records for all recurring
maintenance tasks. Schedule tasks by meter reading, date, or both, including the
frequency with which to repeat each task. When the equipment reaches the scheduled
meter reading and/or the current date equals the due date for the task, MP2 generates a
work order.
Determine daily, weekly, and monthly workload by viewing tasks in the anticipated work
schedule along with scheduled and unscheduled work orders, backlogged work orders,
and unapproved requests. Refer to “Scheduling Work Orders” in Chapter 7: Scheduling.

IN THIS CHAPTER
! Planning Preventive Maintenance Systems
! Creating Task Instruction Lists
! Creating Task Records
! Recalculating Labor Hours
! Recalculating Task Durations
! Projecting Tasks for the Year

119
Planning Preventive Maintenance Systems
Before creating task records, plan the site’s preventive maintenance (task) system. Plan
tasks for in-service equipment, out-of-service equipment, a single piece of equipment,
and/or multiple pieces of equipment. Plan to release multiple-equipment tasks as a single
work order or as separate work orders and plan shadowed tasks to prevent duplicate tasks.

Planning In-Service Tasks

Set up MP2 to generate in-service tasks when equipment is operational. For example, an
air conditioner is in service only during the summer. Create preventive maintenance tasks
for the air conditioner when it is in service, and create maintenance tasks for procedures
such as inspections when it is not in service.
Indicate on the equipment record whether the machine is in service and indicate on the
task record whether to generate work orders when the equipment is in use.
For multiple-equipment tasks, MP2 generates work orders for each in-service piece of
equipment if the task is in service. For single-equipment tasks, MP2 generates work
orders if either the task record and equipment record are both in service or if the task
record and equipment record are both out of service, as shown in this table.

Equipment Record Task Record Generate Work Order?

YES
NO
NO
YES

Planning Multiple-Equipment Tasks

Add several pieces of equipment to the same task record to save time and to streamline
your preventive maintenance process. After creating multiple-equipment tasks, plan
whether to generate one work order for all pieces of equipment listed on the task or to
generate a separate work order for each piece of equipment listed on the task. If the craft
information, task instructions, and part information for the task is the same for all the
equipment, then release the task as a single work order (Example 1). If the craft
information, task instructions, and part information for the task are the same, but each
piece of equipment requires different due dates and frequencies, then release the task as
separate work orders (Example 2).

120 8 ! TASKS
 Example 1: Releasing Tasks as a Single Work Order
Suppose several of your heating, ventilation, and air-conditioning (HVAC) units require
monthly preventive maintenance (PM). If the maintenance crew, instructions, and
required parts are always the same for the PM, you can create one task record, list all the
HVAC equipment records on the task, and release the task as a single work order. MP2
generates one work order for the task on the specified due date.

Example 2: Releasing Tasks as Separate Work Orders

Suppose your site has three presses on which you perform quarterly maintenance. Since
the maintenance crew, instructions, and required parts are always the same for the PM,
you can create one task record and list all three presses. However, because you cannot
afford for all of the presses to be out of operation at once, schedule the task accordingly
and release the task as three separate work orders. MP2 generates a separate work order
for each piece of equipment on the specified due dates.

Planning Shadowed Tasks

Avoid generating duplicate work orders by shadowing longer frequency tasks with shorter
frequency tasks. Shadowing enables you to override the more frequent task with the less
frequent task, so that MP2 only generates one work order when identical tasks are due on
the same date.
For example, suppose your site performs monthly and quarterly preventive maintenance
(PM) on a fleet of vehicles. The monthly PM includes cleaning the vehicles and the
quarterly PM includes cleaning and an oil change. To avoid generating two work orders
for cleaning the vehicles when the quarterly PM is due, shadow the quarterly task with the
monthly task. You can either shadow tasks scheduled by date (Example 1) or tasks
scheduled by meter (Example 2).
Tip: Tasks cannot shadow other, multiple-equipment tasks selected to release as a single
work order. Additionally, tasks shadowing other tasks must have the same equipment
number.

Example 1: Shadowing Tasks Scheduled by Date

Suppose a vehicle requires the following maintenance.
! Monthly tire inspection
! Quarterly tire inspection and oil change
! Semi-annual tire inspection, oil change, and air filter replacement
! Annual tire inspection, oil change, air filter replacement, and brake inspection

8 ! TASKS 121
 Create four task records; one for the monthly task, one for the quarterly task, one for the
semi-annual task, and one for the annual task. Then, to avoid generating multiple work
orders for the same type of work, shadow each less frequent task with the more frequent,
similar task below it. For example, shadow the annual task with the semi-annual task,
shadow the semi-annual task with the quarterly task, etc. If you do not shadow these tasks,
MP2 generates two work orders for tire inspections when the quarterly task is due, three
work orders for tire inspections when the semi-annual task is due, etc.
This table illustrates shadowing an annual task that shadows a semi-annual task that
shadows a quarterly task that shadows a monthly task.

Task Schedule Due Date Shadowing Generation Months

Every 12 months 1st day of each Semi-annual task January
calendar year
Every 6 months 1st day of each Quarterly task July
sixth month
Every 3 months 1st day of each Monthly task April and October
third month
Every month 1st day of each No other tasks February, March, May, June,
calendar month August, September,
November, and December
For annual tasks, include instructions for the 6-month, 3-month, and monthly tasks; for 6-
month tasks, include instructions for the 3-month and monthly tasks; and for 3-month
tasks, include instructions for the monthly task.
Tip: If the Schedule Type is Duplicates, then select the same frequency in both the
shadowing and shadowed tasks. For example, if you schedule the shadowed task to
Perform Every (1) weeks, then schedule all tasks that shadow this task in multiples of
weeks. Instead of (1) month, for example, enter (4) weeks.

Example 2: Shadowing Tasks Scheduled by Meter

Suppose you have a vehicle requiring the following maintenance.
! Every 1500 miles, tire inspection
! Every 3000 miles, tire inspection and oil change
This table illustrates a 3000-mile task that shadows a 1500-mile task.

Task Schedule Shadowing Odometer Reading at Generation*

Every 1500 miles No other task 1500, 4500, 7500, 10500...
Every 3000 miles 1500-mile task 3000, 6000, 9000, 12000...
* Assuming odometer started at zero.

122 8 ! TASKS
Planning Metered Tasks
Plan to schedule tasks by meter if your site performs preventive maintenance on
equipment with meters. Schedule tasks by one meter, by multiple meters, or by meter and
date.

Scheduling Tasks by One Meter

Schedule a task by one meter reading and MP2 generates a work order when you
increment the current meter reading on the equipment record by the frequency designated
on the task record. When you close the work order, MP2 updates Last Performed At on
the task record.
For example, if you schedule a task for 3000-mile increments, and you last performed it at
8750 miles, MP2 generates a work order when the current meter reading reaches or
exceeds 11,750 miles. When you close the work order, MP2 updates Last Performed At
to 11,750 miles.

Scheduling Tasks by Multiple Meters

Schedule a task by several meter readings and MP2 generates a work order when it
reaches the first designated level. When you close the work order, MP2 updates Last
Performed At for each listed meter on the task record.
For example, to perform a maintenance task on a machine either at 100-cycle increments
or at 25-hour increments (whichever comes first), enter those frequencies into the task
record. If you enter 100 new cycles, but only 20 hours pass, MP2 generates a work order
based on the cycled meter reading. When you close the work order, MP2 updates Last
Performed At for both meters to the new meter readings—100 and 20.

Scheduling Tasks by Meter and Date

Schedule tasks by meter and date and MP2 generates a work order when the equipment
reaches the specified meter reading or when the next due date arrives—whichever comes
first. When you close the work order, MP2 updates Next Due Date and Last Performed
At on the task record, whether you generated the work order by date or by meter.
For example, to change the oil in your car at 3000-mile intervals or at 3-month intervals,
enter those frequencies into the task record. After that, if you drive 3000 miles over two
months, MP2 generates a work order based on the meter reading. When you close the
work order, MP2 adds 3 months to the Next Due Date and updates Last Performed At
to the new meter reading.
Important: Designate tasks scheduled by meter and date with a Schedule Type of Floating. A
Fixed or Duplicates schedule does not function with metered tasks.

8 ! TASKS 123
Creating Task Instruction Lists
Create lists of instructions, assigning unique codes to the lists, and then add the codes to
task records to quickly assign lists of instructions.
Tip: If you perform several maintenance jobs on one piece of equipment at the same
time, group these jobs under one task by attaching a task instruction list of all the
jobs to the task record.
Follow these steps when creating task instruction lists.
1 Choose Activities | Tasks | Instructions from the menu bar. MP2 displays the Task
Instructions form.

2 Click to insert a new record. MP2 creates a task instruction record.

3 Instruction Code—Enter a unique code identifying the instruction list.
Tip: Copy and paste existing task instruction lists or attach word processor files directly to
the task records. Refer to “Attaching Multimedia Files” in Chapter 2: Basics.
4 Enter the instructions in the memo field.

Creating Task Records

Create task records for all the site’s recurring maintenance tasks. Include scheduling,
labor, and part information. Refer to “Planning Preventive Maintenance Systems” earlier
in this chapter.

124 8 ! TASKS
Adding Task Information
Add important task information, including the equipment and/or location requiring the
maintenance work and the scheduling information.
Follow these steps when adding task information.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2 Click the Schedule tab. MP2 displays the Schedule page.

3 Click to insert a new record. MP2 creates a task record.

4 Task No.—Enter a unique code identifying the task, and then enter a description of
the task in the adjacent field.
5 Choose one of these options.
! Equipment No.—Enter the code identifying the equipment on which to perform
maintenance.
! Location—Enter the code identifying the location at which to perform
maintenance.
6 Schedule the task by selecting the equipment or location to schedule, and then by
choosing one of these options.

Option Procedure
Date Click the Scheduling by Date tab, and then enter the task
frequency in Perform Every. Select the Schedule Type.
Refer to the table below for descriptions. Enter the next date
to generate a work order for the task in Next Due Date.

8 ! TASKS 125
 Option Procedure
Meter Click the Scheduling by Meter tab, enter the code identifying
the meter by which to schedule in Meter Name, and then
enter the meter frequency for the task in Perform Every.
Enter the current meter reading in Last Performed At.
Meter and Date Click the Scheduling by Date tab, and then enter the task
frequency in Perform Every. Select Floating for the
Schedule Type. Enter the next date to generate a work order
for the task in Next Due Date.
Click the Scheduling by Meter tab, enter the code identifying
the meter by which to schedule in Meter Name, and then
enter the meter frequency for the task in Perform Every.
Enter the current meter reading in Last Performed At.

Schedule Type Description

Floating MP2 generates work orders according to the specified
frequency and schedules the Next Due Date when you close
the work order. When you close the work order, MP2 adds the
day to the close date and then schedules the Next Due Date
for that date. If you schedule the task by meter, MP2 adds the
meter frequency to the meter reading on the closed work order
and then schedules the next work order when the equipment
reaches the designated meter reading. MP2 does not generate
a floating task if you do not close the previous work order by
the Next Due Date or meter reading.
Fixed MP2 generates work orders and schedules the Next Due Date
according to the specified frequency. For example, suppose a
task’s frequency is every month and MP2 generates a work
order for the task on March 1st. If you close the work order on
March 20th, MP2 generates the next work order on April 1st.
MP2 does not generate a work order if you do not close the
previous work order by the Next Due Date.
Duplicates MP2 generates a work order each time it reaches the Next
Due Date, even if an open work order for the task exists.
Thus, with duplicate scheduling, you can have two open work
orders for the same task on the same equipment.

126 8 ! TASKS
Adding Detailed Information
Enter detailed task information, such as the type of work, craft information, and task
instructions.
Follow these steps when adding detailed information.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2 Locate the task for which to add detailed information, and then click the Details tab.
MP2 displays the Details page.

3 WO Type—Enter the code identifying the type of work.

4 Assigned To—Enter the code identifying the individual responsible for the task.
5 Craft—Enter the code identifying the craft responsible for the task.
6 Estimated Labor Hours—Enter the predicted number of craft hours.
7 Priority—Enter the priority of the task for the craft.
8 Instruction Code—Enter the code identifying the instructions for the task.
Important: If you modify task instructions, MP2 updates the instructions on every task record
referencing that instruction code, and then updates Date Last Edited.
9 Enter information into the remaining fields, as necessary.

8 ! TASKS 127
Adding Parts Information
Add all parts needed to complete the task.
Follow these steps when adding parts information.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2 Locate the task for which to add parts information, and then click the Parts tab. MP2
displays the Parts page.

3 Item No.—Enter the code identifying the part.

4 WarehouseEnter the code identifying the warehouse storing the parts.
5 Qty—Enter the number of parts necessary to complete the task.
Important: If you designate a part as required and inventory does not contain the specified
quantity, MP2 does not generate a work order for the task when you generate work
orders. Check parts availability by choosing Required Parts Availability from the
options menu.
6 Required—Select whether you require the part to complete the task.

Adding Shadow Information

Enter shadowing information to avoid duplicate tasks. Refer to “Planning Shadowed
Tasks” earlier in this chapter.
Follow these steps when adding shadow information.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.

128 8 ! TASKS
 2 Locate the task for which to add shadow information, and then click the Schedule
tab. MP2 displays the Schedule page.
3 Select the equipment, and then click the Shadowing tab at the bottom of the form.
MP2 displays the Shadowing sub-page.

4 Shadows—Enter the code identifying the shadowed task.

Recalculating Labor Hours

Recalculate the labor hours for tasks using the actual labor hours spent on the
maintenance work. MP2 recalculates labor hours from closed work orders generated from
the associated tasks. Examine labor hour averages for each task, and then update the
estimated labor hours for each task.
When recalculating labor hours, MP2 updates craft information for tasks. If you did not
enter craft information for a task, but work order history does contain craft information,
MP2 adds the craft information to the task.
Follow these steps when recalculating labor hours.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2 Choose Recalculate Labor Hours from the options menu. MP2 displays the
Recalculate Labor Hours dialog box.

8 ! TASKS 129
 MP2 obtains Current Labor Hours from Estimated Labor Hours on the task
records and calculates Average Labor Hours, the average number of hours each
craft actually used to perform the task, from the task/craft records on closed work
orders.
Σ (Regular Hours + Overtime Hours) / Number of records
Tip: To print the Average Labor Hours report for the current task, click Print.

3 Click OK. MP2 displays a message asking whether to replace the current labor hours
with the average labor hours.
4 Click Yes. MP2 updates the Estimated Labor Hours for each task.

Recalculating Task Durations

Recalculate the duration for all tasks using the actual task durations for each closed work
order created from the task. Examine task duration averages for each task, and then
update the tasks with those averages.
Follow these steps when recalculating task durations.
1 Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2 Choose Recalculate Task Durations from the options menu. MP2 displays the
Recalculate Task Durations dialog box.

MP2 obtains Current Duration from the Task Duration on the task records and
calculates Average Duration, the average actual duration of the task, from the task
records on closed work orders.
Σ (Scheduled Start Date – Completion Date) / Number of records
Tip: To print the Average Task Durations report, click Print.

130 8 ! TASKS
 3 Click OK. MP2 displays a message asking whether to update the tasks records with
the average actual durations.
4 Click Yes. MP2 updates the Task Duration for each task.

Projecting Tasks for the Year

After creating task records and recalculating labor hours and task durations, analyze the
distribution of the tasks for the year. Contact your System Administrator to set up a
scheduled process for work order projection.
Project tasks for the year, and then analyze these factors to help plan a master schedule.
! Is the workload is consistent?
! Is distribution even for seasonal work, and are release dates within the correct date
range?
! Do any bottlenecks exist during periods of higher vacation rates?
! Does the workload match anticipated staffing? Pay careful attention to summer
months, holidays, and peak production times.
If workload exceeds staffing, schedule overtime or hire contract workers. Check the
accuracy of work frequencies and estimated work hours. If time estimates seem accurate,
start the system and review the estimates. If large deviations exist, edit the task records so
that they reflect more accurate frequencies and labor estimations.
Follow these steps when projecting tasks for the year.
1 Choose Activities | Work Orders | Work Order Projection from the menu bar.
MP2 displays the Work Order Projection dialog box.

2 Starting Date and Ending Date—Enter the date range for the year’s projection.
3 Include Current Work Orders—Select to include work orders in the report;
otherwise, MP2 only includes tasks.
4 Output Type—Select Report.

8 ! TASKS 131
 5 Report On—Select Tasks.
6 Group By—Select the unit by which to group the report.
7 Click OK. MP2 displays a message asking whether to continue the projection process.
8 Click Yes. MP2 displays the Work Order Projection print dialog box.
9 Click OK. MP2 prints the Work Order Projection – Task report.

132 8 ! TASKS
9 ! WORK REQUESTS

In MP2, work requests include two types of requests—call-in requests and on-site
requests. Property management facilities track tenant work requests with call-in requests.
Call-in requests reduce paperwork by enabling the property manager or maintenance
manager to enter requests as tenants phone them in. On-site requests enable facilities to
track employee work requests, which reduce paperwork by allowing employees to enter
their own maintenance requests.

IN THIS CHAPTER
! Creating Tenant Records
! Creating and Submitting Call-in Requests
! Scheduling Call-in Requests
! Viewing Tenant Request Status
! Creating On-site Request Records
! Approving On-site Requests
! Editing On-site Request History
! Removing On-site Request History

133
Creating Tenant Records
Create tenant records for those individuals leasing space on your property who call in
with work requests. Include contact information for reference when the tenant (or
authorized caller) calls in with requests.
Follow these steps when creating tenant records.
1 Choose Activities | Work Requests | Tenants from the menu bar. MP2 displays
the Tenants form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates a tenant record.

4 Tenant—Enter a unique code identifying the tenant.
5 Address 1—Enter the tenant’s street address, including apartment number, if
applicable.
6 City—Enter the city in which the tenant lives.
7 State—Enter the code identifying the state in which the tenant lives.
8 Postal Code—Enter the tenant’s postal code.
9 Authorized Caller—Enter the names of individuals authorized to call for service.
10 Telephone No.—Enter the tenant’s telephone number.
11 Enter information into the remaining fields, as necessary.

134 9 ! WORK REQUESTS

Creating and Submitting Call-in Requests
Create call-in requests when tenants call the office requesting maintenance, and then
decide whether to submit the request as a work order.
Follow these steps when creating and submitting call-in requests.
1 Choose Activities | Work Requests | Call-in Requests from the menu bar. MP2
displays the Call-in Requests form.
2 Click the Call-in Request tab. MP2 displays the Call-in Request page.

3 Site—Enter the site for which to assign the request.

4 Tenant—Enter the code identifying the tenant requesting the work.
5 Requested Service—Enter the code identifying the task associated with the
requested work.
6 Description—Enter a description of the requested work.
7 Location—Enter the code identifying the location of the requested work.
8 Enter information into the remaining fields, as necessary.
Tip: To delete the request, click Clear.
To schedule the request before submitting it, refer to “Scheduling Call-in Requests”
below.
9 Click Submit. MP2 displays a message asking whether to print the work order
assigned to the request. MP2 submits the request and clears the form after you click
Yes or No.
Tip: If you click Yes, MP2 prints the work order in either long or short form based on the
selection in the Work Order Setup dialog box. Refer to “Setting Up Work Orders” in
Chapter 5: Initial Setup of the MP2 System Administrator’s Guide.
9 ! WORK REQUESTS 135
Scheduling Call-in Requests
Assign employees to call-in requests, and schedule the start and finish date for the work
requested.
Follow these steps when scheduling call-in requests.
1 Choose Activities | Work Requests | Call-in Requests from the menu bar. MP2
displays the Call-in Requests form.
2 Click the Call-in Request tab. MP2 displays the Call-in Request page.
3 Enter information into the Site, Tenant, and Requested Service fields. Refer to
“Creating and Submitting Call-in Requests” above.
4 Enter information into the remaining fields, as necessary.
5 Click the Schedule tab. MP2 displays the Schedule page.

6 Assigned To—Enter the code identifying the individual assigned to the request.
7 Scheduled Start Date—Enter the predicted beginning work date.
8 Scheduled Finish Date—Enter the predicted ending work date.
9 Enter information in the remaining fields, as necessary.
10 Click Submit. MP2 displays a message asking whether to print the work order
assigned to the request. MP2 submits the request and clears the form after you click
Yes or No.
Tip: If you click Yes, MP2 prints the work order in either long or short form based on the
selection in the Work Order Setup dialog box. Refer to “Setting Up Work Orders” in
Chapter 5: Initial Setup of the MP2 System Administrator’s Guide.

136 9 ! WORK REQUESTS

Viewing Tenant Request Status
View the status of requests made by tenants. MP2 displays a list of all open and closed
requests for each tenant.
Follow these steps when viewing tenant request status.
1 Choose Activities | Work Requests | Call-in Requests from the menu bar. MP2
displays the Call-in Requests form.
2 Click the Status tab. MP2 displays the Status page.

3 Display requests that match these values—Choose one of these options.

! View requests for a specific tenant—Enter, in Tenant, the code identifying the
tenant for which to view requests.
! View all requests—Leave all fields blank.
! View a specific request—Enter, in Request No., the code identifying the request.
4 View the tenant request status.

Creating On-site Request Records

On-site requests are maintenance requests from on-site company employees. Employees
enter requests directly into MP2.
Follow these steps when creating on-site request records.
1 Choose Activities | Work Requests | On-site Requests from the menu bar. MP2
displays the On-site Requests form.
2 Click the Record View tab. MP2 displays the Record View page.

9 ! WORK REQUESTS 137

 3 Click to insert a new record. MP2 creates an on-site request record, and assigns
Request No. the next incremented work order number.
4 Description—Enter a description of the requested work.
5 Equipment/Location—Enter the code(s) identifying the equipment and/or
location(s) requiring maintenance.
6 Enter information in the remaining fields, as necessary.

Approving On-site Requests

Review requests, determine the priority and requirements of each, and then either approve
or delete them. MP2 creates work orders from approved requests and stores approved
requests in on-site request history.
Follow these steps when approving on-site requests.
1 Choose Activities | Work Requests | On-site Requests from the menu bar. MP2
displays the On-site Requests form.
2 Click the Record View tab. MP2 displays the Record View page.
3 Locate the request to approve, and then choose one of these options.
! Approve an individual on-site request—Click Approve.
! Approve multiple on-site requests—Select Batch Approve for each request to
approve, and then choose Activities | Work Requests | Approve Selected
On-site Requests from the menu bar.

138 9 ! WORK REQUESTS

 MP2 approves the request(s) and then creates work order records for them. MP2
selects the new work orders for printing and prints them either when you print work
orders during generation or when you batch print work orders.

Tip: To delete requests you do not approve, locate the request, and then click . MP2
deletes the request and stores it in on-site request history with an Approve Date of
01/02/00.

Editing On-site Request History

When you approve on-site requests, MP2 creates work orders and stores the requests in
history. Additionally, if you delete on-site requests before releasing them as work orders,
MP2 saves the request in history with an Approve Date of 01/02/00. Edit existing on-site
request history records, if necessary.
Tip: Create history records for requests that occurred before you purchased MP2 to
include that data in reports and graphs.
Follow these steps when editing on-site request history.
1 Choose Activities | Work Requests | On-site Request History from the menu bar.
MP2 displays the On-site Request History form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Edit on-site request history, as necessary.

9 ! WORK REQUESTS 139

Removing On-site Request History
Free database space by removing unnecessary on-site request history records.
Important: Print on-site request reports prior to removing history. Once you remove on-site
request history records, you cannot restore them.
Follow these steps when removing on-site request history.
1 Choose Activities | Work Requests | Remove On-site Request History from the
menu bar. MP2 displays the Remove On-site Request History dialog box.

2 Purge Through—Enter the date through which to remove requests, and then click
OK. MP2 removes all requests approved on or before the specified date, and then
displays a confirmation.
3 Click OK. MP2 returns to the main window.

140 9 ! WORK REQUESTS

10 ! WORK ORDERS

Generating work orders from tasks for recurring maintenance work eliminates both the
need to remember which tasks are due and the burden of repeatedly manually creating
work orders for these tasks. Manually create work orders for emergency maintenance or
repair, and then print work orders for reference when performing the work.
After completing work orders, update parts and labor information, enter meter
information, add comments, and then close them. MP2 transfers the information to work
order history and updates all relevant equipment and task records.
Tip: You can create work orders before entering information into other MP2 modules.
However, history analysis is more accurate and searching for records is easier if you
carefully plan and design your MP2 system. Therefore, Datastream strongly
recommends both planning data entry and entering initial information before
creating work orders.

IN THIS CHAPTER
! Entering Initial Work Order ! Updating Information Before Closing
Information
! Viewing Work Order Costs
! Generating Work Orders
! Closing Work Orders
! Creating Project Records
! Editing Work Order History
! Creating Work Order Records
! Calculating Work Order Productivity
! Refreshing Work Priority
! Printing Work Orders

141
Entering Initial Work Order Information
Enter initial work order information, such as work order types and expense classes, and
then assign these codes to work order records. Refer to “Inserting Records” in Chapter 2:
Basics for information on creating new records in MP2. Refer to Appendix A: Field
Definitions for descriptions of all fields.

Menu Option Fields Examples

Activities | Work Orders | Work WO Type PM, WARR
Order Types
Description Preventive Maintenance,
Warranty Work
Activities | Work Orders | Expense Class CAL, MECH
Expense Classes
Description Calibrations, Mechanical Work

Generating Work Orders

Generate work orders for scheduled tasks and for equipment with readings outside
statistical predictive maintenance (SPM) limits. In addition to printing generated work
orders, you can also print Ready or Hold work orders, which includes approved on-site
requests.
When generating work orders for scheduled tasks, generate with the same frequency as
the minimum frequency task. For example, if the shortest frequency task is 7 days,
generate work orders at 7-day intervals. If the shortest frequency task is 7 days and you
generate work orders only every 30 days, MP2 generates only one of the 7-day frequency
work orders for the 30-day interval. Refer to Chapter 8: Tasks for more information on
task scheduling.
MP2 does not generate work orders for tasks that require more parts or labor resources
than are available. MP2 displays the shortages for you to view or print. Make the
corrections as necessary, and then regenerate. However, if you select to preview work
orders before releasing them, you can generate work orders with parts or labor shortages.
MP2 releases all selected work orders, despite parts or labor shortages.
Follow these steps when generating work orders.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.

142 10 ! WORK ORDERS

 2 Generate Through—Enter the date through which to generate work orders.
3 Create Work Orders For—Select one or more work order creation options.
4 Print Work Orders after Generating Them—Select to print work orders
immediately after generation.
5 Click Generate. MP2 displays a message indicating that the generation process may
take several minutes.
6 Click Yes. MP2 generates the work orders and displays a confirmation.
7 Click OK. MP2 displays the Print Generated Work Orders dialog box.
8 Select one of these options.
! Print the short form of the work order— Select Print Work Order (Short
Form).
! Print the long form of the work order— Select Print Work Order (Long
Form).
9 Click OK. MP2 displays the Work Order print dialog box.
Tip: If you select Export on the Work Order print dialog box, Datastream recommends
selecting Rich Text Format (.rtf) for Save as type on the Save As dialog box.
10 Click OK. MP2 prints the work order(s).

10 ! WORK ORDERS 143

Selecting Records for Generation
Define filters to limit work order generation to specific equipment, locations, and tasks.
Follow these steps when selecting records for generation.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2 Choose one or more of these options.
! Generate work orders for specific equipment—Click the Equipment Selection
tab. MP2 displays the Equipment Selection page.
! Generate work orders for specific locations—Click the Location Selection tab.
MP2 displays the Location Selection page.
! Generate work orders for specific tasks—Click the Task Selection tab. MP2
displays the Task Selection page.
3 Define filters for the equipment, location, and task records to include in the work
order generation.

Sorting Records for Generation

Specify a sort order prior to generation and MP2 generates, prints, and stores the work
orders in the specified order.
Follow these steps when sorting records for generation.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2 Click the Sort tab. MP2 displays the Sort page.

3 Sort By—Select the primary field by which to sort the records.

144 10 ! WORK ORDERS

 4 Select one of these options.
! Ascending—Select to sort the records alphabetically or numerically, A
preceding B, etc., 1 preceding 2, etc., respectively.
! Descending—Select to sort the records in reverse alphabetical or reverse
numerical order, Z preceding Y, etc., or 2 preceding 1, etc., respectively.
5 Then By—Select secondary and tertiary fields by which to sort the records.

Projecting Available Craft Hours

Project available craft hours before generating work orders. After generation, MP2
computes Allocated Hours, and then calculates labor shortages by comparing Available
Hours with Allocated Hours. MP2 cannot calculate labor shortages for crafts with blank
Available Hours.
Follow these steps when projecting available craft hours.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2 Click Labor Pool. MP2 displays the Labor Pool dialog box.

3 Choose one of these options.

! Update hours automatically—Click Projection. MP2 updates Available Hours
from the current employee schedule.
! Update hours manually—Enter the available hours for the craft in Available
Hours.
4 Click OK. MP2 returns to the Generate Work Orders dialog box.

10 ! WORK ORDERS 145

Selecting Work Orders to Release
View all work orders scheduled for generation, and then manually select the records for
which to create work orders.
Important: If you preview work orders before generating them, MP2 disregards shadowing
information in the task records and generates work orders for shadowed tasks.
Follow these steps when selecting work orders to release.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2 Generate Through—Enter the date through which to generate work orders.
3 Create Work Orders For—Select one or more work order creation options.
4 Preview Work Orders Before Release—Select to view all generated work orders
before releasing them.
5 Click Generate. MP2 displays a message indicating that the generation process may
take several minutes.
6 Click Yes. MP2 displays the Manual Work Order Selection dialog box.

7 Choose one of these options.

! Release many work orders—Choose Select All for Release from the options
menu, and then select No for Release for each work order you do not want to
release.
! Release few work orders—Select Yes for Release for each work order to
release.

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 8 Click Done. MP2 releases (generates) the selected work orders, and then displays a
confirmation.
9 Click OK. MP2 returns to the main window.

Determining Scheduled Start Dates

This table outlines MP2’s method for obtaining the Scheduled Start Date for the work
orders it generates from tasks.

Task Schedule Schedule Start Date Source

By date only Next Due Date on the task record
By meter only Current date
By date and meter, but generated by the Next Due Date on the task record
Next Due Date
By date and meter, but generated by the Current date
meter reading
If the current date or Next Due Date falls on a day that is not in the work week, MP2
generates the work order on the next working day. Refer to “Specifying the Normal Work
Week” in Chapter 7: Scheduling.

Creating Project Records

Create project records to link all related jobs. Assign a unique code for each project and
identify the tasks associated with the project.
Follow these steps when creating project records.
1 Choose Activities | Work Orders | Projects from the menu bar. MP2 displays the
Projects form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates a project record.

10 ! WORK ORDERS 147
 4 Project ID—Enter a unique code identifying the project.
5 Description—Enter a description of the project.
6 Project Task—Enter the code identifying the task associated with the project.
7 Enter information into the remaining fields, as necessary.

Creating Work Order Records

Create work order records for “emergency” or “on-the-fly” work. Enter initial information
when creating the work order, such as the equipment or location requiring maintenance;
the individual performing the work; and the parts required. Then, after printing the work
order and completing the work, add labor hours, parts used, and additional comments.
Refer to “Updating Information Before Closing” later in this chapter.
Tip: Create task records for non-repetitive work orders that do not have a meter
frequency or due date, such as changing a headlight bulb or fixing a flat tire. Enter
the task description, equipment/location, and necessary parts and labor for the task,
and then assign that task number to a new repair work order record. MP2 creates the
work order, complete with task details.

Adding Work Order Information

Add basic work order information, including a description of the work and the type of
work.
Follow these steps when adding work order information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Click the Record View tab. MP2 displays the Record View page.

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 3 Click to insert a new record. MP2 creates a work order record.
4 WO No.—Enter a unique code identifying the work order or press ENTER to
automatically assign the next incremented work order number.
5 Description—Enter a description of the work.
6 WO Type—Enter the code identifying the type of work.
7 Enter information into the remaining fields, as necessary.

Adding Equipment and Location Information

Add the equipment and/or location requiring maintenance to work order records.
Follow these steps when adding equipment and location information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add equipment and location information, and then
click the Equipment and Details tab. MP2 displays the Equipment and Details page.

3 Choose one of these options.

! Equipment No.—Enter the code identifying the equipment on which to perform
maintenance.
! Location—Enter the code identifying the location at which to perform
maintenance.
4 Enter information into the remaining fields, as necessary.
Tip: To view equipment variable information, click View Equipment Variables.

10 ! WORK ORDERS 149

Adding Employee Labor Information
Enter the assigned employee(s) and estimate their work hours.
Follow these steps when adding employee labor information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add employee labor information, and then click
the Equipment and Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment or location, and then click the Labor tab at the bottom of the
page. MP2 displays the Labor sub-page.

4 Employee Code—Enter the code identifying the employee assigned to the work
order.
5 Estimated Hours—Enter the number of hours predicted for the work.

Adding Contract Labor Information

Add contract labor information, including the agency (vendor) name, the name of the
individual performing the work, and worker’s wage rate.
Follow these steps when adding contract labor information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add contract labor information, and then click the
Equipment and Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment or location, and then click the Contractors tab at the bottom of
the page. MP2 displays the Contractors sub-page.

4 Vendor ID and Vendor Branch—Enter the codes identifying the contract agency
and branch assigned the work.

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 5 Performed By—Enter the name of the contract worker assigned the work.
6 Rate—Enter the wage rate for the contractor’s work.

Adding Required Parts

Enter all parts necessary to complete the work. MP2 prints required parts on work orders
for reference.
Follow these steps when adding required parts.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add required parts, and then click the Equipment
and Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment or location, and then click the Parts tab at the bottom of the
page. MP2 displays the Parts sub-page.

Tip: To populate the work order record with items from the equipment’s spare parts list,
select the equipment, and then click Get. Select the spare parts list to use for the
equipment.
4 Item No.—Enter the code identifying the part required for the work order.
5 Qty Required—Enter the number of parts required to complete the work order for
the selected equipment.
Tip: To view the number of parts available, choose Parts Availability from the options
menu.

Adding Scheduling Information

Enter the individual responsible for overseeing the work, and the scheduled start and
finish dates. To track work orders by craft, enter each craft, the estimated hours for each
crew, the number of people in each crew, and the priority for the crew.
Follow these steps when adding scheduling information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add scheduling information, and then click the
Schedule tab. MP2 displays the Schedule page.

10 ! WORK ORDERS 151

 3 Scheduled Start Date—Enter the predicted beginning work date.
4 Scheduled Finish Date—Enter the predicted ending work date.
5 Craft—Enter the code identifying the craft responsible for the task.
6 Estimated Crew Hours—Enter the predicted number of crew hours.
7 Crew Size—Enter the number of individuals in the craft assigned to the work order.
8 Priority—Enter the priority of the work order for the craft.

Adding Comments
Enter comments that are beneficial to the individual performing the work. You can enter
different comments for each equipment record. MP2 prints comments on the Work Order
(Long Format) only.
Follow these steps when adding comments.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to add comments, and then click the Equipment and
Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment or location, and then click the Comments tab at the bottom of
the page. MP2 displays the Comments sub-page.

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 4 Enter comments in the memo field.
Tip: To copy the comments from one equipment record on a work order to all of the other
equipment records on the work order, first display the comments to copy, and then
click Copy.

Refreshing Work Priority

Refresh the work priority at defined intervals. MP2 determines work priority by creating a
weighted average of the task priority and equipment priority of every work order. If the
current date is before the work order’s scheduled finish date, MP2 assigns the work order
an initial priority level. With time, MP2 calculates a work priority value that decreases
daily until it reaches its original basic work priority value. If the work order becomes past
due, the work priority value remains at its basic value, but MP2 displays the number of
days it is past due.
Follow these steps when refreshing work priority.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to refresh work priority, and then choose Refresh
Current Work Priority from the options menu. MP2 recalculates the priority and
updates Work Priority.

Printing Work Orders

Print work orders automatically after generating them, or print individual or multiple
work orders manually after creating them. Refer to “Generating Work Orders” earlier in
this chapter for information on printing work orders following generation.

Printing Individual Work Orders

Print work orders individually when necessary.
Follow these steps when printing individual work orders.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order to print, and then choose one of these options.
! Print basic work order information—Choose Print Work Order (Short Form)
from the options menu.
! Print detailed work order information—Choose Print Work Order (Long
Form) from the options menu.
MP2 displays the Work Order print dialog box.

10 ! WORK ORDERS 153

Tip: If you select Export on the Work Order print dialog box, Datastream recommends
selecting Rich Text Format (.rtf) for Save as type on the Save As dialog box.
3 Click OK. MP2 prints the work order.

Printing Multiple Work Orders

Print multiple work orders to save time.
Follow these steps when printing multiple work orders.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Click the Record View tab. MP2 displays the Record View page.
3 Select for Printing—Select for each work order to print.
4 Choose one of these options.
! Print basic work order information—Choose Activities | Work Orders | Print
Work Orders (Short Format) from the menu bar.
! Print detailed work order information—Choose Activities | Work Orders |
Print Work Orders (Long Format) from the menu bar.
MP2 displays the Work Order print dialog box.
Tip: If you select Export on the Work Order print dialog box, Datastream recommends
selecting Rich Text Format (.rtf) for Save as type on the Save As dialog box.
5 Click OK. MP2 prints the selected work orders and displays a message asking if you
want to unselect work orders for printing.
6 Click Yes. MP2 unselects the work orders for printing.

Updating Information Before Closing

Update information, such as labor hours and actual parts used, on completed work orders
before closing them.

Updating Individual Work Orders

Collect labor and parts information for a work order, and then quickly enter this
information. Add closing comments, if necessary.
Follow these steps when updating individual work orders.
1 Choose Activities | Work Orders | Quick Work Order Update from the menu bar.
MP2 displays the Quick Work Order Update form.

154 10 ! WORK ORDERS

 2 WO No.—Enter the code identifying the work order to update.
3 Select the equipment or location to update, and then update labor, parts, and
comments, as necessary.
4 Choose one of these options.
! Click to close the form and save changes to the work order.
! Click Next WO No. to update another work order.
MP2 displays a message asking whether to close the current work order.
5 Choose one of these options.
! Click Yes to close the work order and save it to history.
! Click No to update the work order and continue adding closing information.
Tip: If a work order contains multiple equipment records, you can divide the hours of
employee labor equally between each. Select the employee, and then click Divide.

Updating Multiple Work Orders

Collect labor and parts information for several work orders, and then update multiple
work orders simultaneously.
Follow these steps when updating multiple work orders.
1 Choose Activities | Work Orders | Batch Work Order Quick Update from the
menu bar. MP2 displays the Batch Work Order Quick Update form.

10 ! WORK ORDERS 155

 2 WO No.Enter the code identifying the work order to update.
3 Select the equipment or location to update, and then update labor, parts, and
comment information.
4 Click Update. MP2 updates the work order information.
Tip: To close multiple work orders, click the Quick Close tab, and then enter the work
orders to close.

Updating Meter Readings

If you set up meters on equipment records, then you can update meter readings on the
work orders containing those equipment records. When you close the work orders, MP2
updates the meter information for the equipment.
Follow these steps when updating meter readings.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to update meter readings, and then click the
Equipment and Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment, and then click the Meters tab at the bottom of the page. MP2
displays the Meters sub-page.

4 Meter Name—Enter the code identifying the meter to update.

156 10 ! WORK ORDERS

 5 Meter Reading—Enter the meter reading recorded during the maintenance work.
6 Date and Time—Enter the date and time the employee recorded the readings.

Updating Contract Labor Information

After contractors complete the work, enter the number of actual hours worked and update
other contract labor information, if necessary.
Follow these steps when updating contract labor information.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order for which to update contract labor information, and then click
the Equipment and Details tab. MP2 displays the Equipment and Details page.
3 Select the equipment number, and then click the Contractors tab at the bottom of the
page. MP2 displays the Contractors sub-page.

4 Date—Enter the date the contractor performed the work.

5 Regular Hours—Enter the number of regular hours the contractor spent on the
work.
6 Enter information into the remaining fields, as necessary.
Tip: If a work order contains multiple equipment records, you can divide the cost and
hours of labor equally between each record. Select the vendor, and then click Divide.

Viewing Work Order Costs

After updating work order labor and parts information, you can view labor and parts cost
information. Also, review the ongoing total cost of work orders as employees complete
them.
Follow these steps when viewing work order costs.
1 Choose one of these options.
! View costs for current work orders—Choose Activities | Work Orders | Work
Orders from the menu bar. MP2 displays the Work Orders form.
! View costs for historical work orders—Choose Activities | Work Orders |
Work Order History from the menu bar. MP2 displays the Work Order History
form.

10 ! WORK ORDERS 157

 2 Locate the work order for which to view costs, and then choose Material and Labor
Cost from the options menu. MP2 displays the Costs for WO No. dialog box.

3 View the costs, and then click OK. MP2 returns to the work order record.

Closing Work Orders

Close work orders after employees complete the work and after you update information
on the work order record. Close work orders individually, or close multiple work orders
simultaneously. Contact the System Administrator for setting up a scheduled process for
closing work orders.
MP2 completes these procedures when closing work orders.
! Transfers the information to history.
! Updates Date Last Performed and Next Due Date on the task record if you
generated the work order from a task with a Schedule Type of Floating or Fixed.
! Updates the meter information on the equipment and task records.
! Updates material and labor costs on the equipment record.

Closing Individual Work Orders

Close work orders one at a time when necessary.
Follow these steps when closing individual work orders.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Locate the work order to close, and then choose Close Current Work Order from
the options menu. MP2 displays a message asking whether to close the current work
order.
3 Click Yes. MP2 closes the work order.

158 10 ! WORK ORDERS

Closing Multiple Work Orders
Close multiple work orders simultaneously.
Follow these steps when closing multiple work orders.
1 Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2 Click the Record View tab. MP2 displays the Record View page.
3 Status—Select Completed for each work order to close.
4 Choose Activities | Work Orders | Close Work Orders from the menu bar. MP2
displays the Select Date Range dialog box.

5 From Date and To Date—Enter the date range for which to close work orders.
6 Click OK. MP2 displays the Select Sites dialog box.
7 Select the site(s) for which to close work orders, and then click OK. MP2 displays a
message indicating the number of work orders closed.
8 Click OK. MP2 returns to the main window.

Editing Work Order History

When you close work orders, MP2 transfers the work order information to history. Edit
existing work order history records, if necessary.
Tip: Create history records for work that occurred before you purchased MP2 to include
that data in reports and graphs.
Follow these steps when editing work order history.
1 Choose Activities | Work Orders | Work Order History from the menu bar. MP2
displays the Work Order History form.
2 Click the Record View tab. MP2 displays the Record View page.

10 ! WORK ORDERS 159

 3 Edit work order history, as necessary.

Calculating Work Order Productivity

Measure the productivity or efficiency of labor for any work order in history. These
factors impact the accurate estimation of labor hours.
! The average number of hours spent on a particular task
! An employee’s experience in performing a particular task
! Immediate availability of parts
! Incidental additions to the work order
! Unforeseen delays due to illness or natural disaster
Follow these steps when calculating work order productivity.
1 Choose Activities | Work Orders | Work Order History from the menu bar. MP2
displays the Work Order History form.
2 Locate the work order for which to calculate productivity, and then choose
Productivity from the options menu. MP2 displays the Productivity for WO No.
dialog box.

160 10 ! WORK ORDERS

 3 Compare the Estimated Labor Hours to the Actual Labor Hours to determine
productivity. MP2 calculates productivity and then displays it in Work Order
Productivity (%).
4 Click OK. MP2 returns to the Work Order History form.

10 ! WORK ORDERS 161

11 ! QUOTATIONS

Quotations are requests to vendors for prices on equipment, parts, and services. Create
quotations for items or services necessary for maintenance tasks, and then generate
requisitions from them.

IN THIS CHAPTER
! Generating Quotations
! Creating Quotation Records
! Printing Quotations
! Generating Requisitions from Quotations
! Purging Quotations

163
Generating Quotations
Automatically generate quotations for inventory items that have reached their reorder
points or for items that have fallen below their minimum stock level.
Follow these steps when generating quotations.
1 Choose Activities | Purchasing | Generate Quotations from the menu bar. MP2
displays the Generate Quotations dialog box.

Tip: Define a filter to include only specific inventory items.

2 Click OK. MP2 displays the Generate Quotations form.

3 Update item and vendor information, as necessary.

164 11 ! QUOTATIONS
 4 Click Generate. MP2 generates the quotations and then displays a message
indicating the number of quotations it generated.
Important: When you click Generate, MP2 deletes items and their accompanying information from
the Generate Quotations form.

5 Click OK. MP2 creates the quotations.

Creating Quotation Records

Manually create quotations for non-inventory items, for inventory items you have not
entered into MP2, and for inventory items without an established reordering method.
Follow these steps when creating quotation records.
1 Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2 Click the Quotations tab. MP2 displays the Quotations page.

3 Click to insert a new record. MP2 creates a new quotation record.

4 Quotation No.—Enter a unique quotation number.
5 Request Date—Enter the date you enter the quotation.
6 Due Date—Enter the vendor return date for the quotation.
7 Click the Items tab. MP2 displays the Items page.

11 ! QUOTATIONS 165
 8 Item No.—Enter the code identifying the item for which to request a price quote.
9 Order WarehouseEnter the warehouse requesting the quote.
10 QtyEnter the number of items to order.
11 Click the Vendors tab. MP2 displays the Vendors page.

12 Vendor ID and Vendor Branch—Enter the code identifying the vendor and vendor
branch from whom to request the price quote.
13 Enter information into the remaining fields, as necessary.

166 11 ! QUOTATIONS
Printing Quotations
After creating quotations, print quotations to send to vendors.

Printing Individual Quotations

Print individual quotations when necessary.
Follow these steps when printing individual quotations.
1 Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2 Locate the quotation to print, and then choose Print Quotation from the options
menu. MP2 displays the Quotations print dialog box.
3 Click OK. MP2 prints the quotation for each listed vendor.

Printing Multiple Quotations

Print multiple quotations to save time.
Follow these steps when printing multiple quotations.
1 Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2 Select for Printing—Select Yes for each quotation to print.
Tip: To select all quotations for printing, choose Select All for Printing from the options
menu. To unselect all quotations, choose Unselect All for Printing from the options
menu.

3 Choose Activities | Purchasing | Print Quotations from the menu bar. MP2
displays the Quotations print dialog box.
4 Click OK. MP2 prints all quotations selected for printing.

Generating Requisitions from Quotations

Determine the vendor from whom to order an item, and then generate requisitions
directly from quotations.
Follow these steps when generating requisitions from quotations.
1 Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2 Select the quotation for which to generate a requisition, and then choose Generate
Requisition from the options menu. MP2 generates a requisition from the quotation
and assigns it the next incremented requisition number.

11 ! QUOTATIONS 167
Purging Quotations
Purge quotation records to free space. MP2 purges all records in the current filter.
Follow these steps when purging quotations.
1 Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2 Choose Purge Quotations from the options menu. MP2 displays a confirmation.
3 Click Yes. MP2 deletes all quotations in the current filter and then indicates the
number of quotations it deleted.

168 11 ! QUOTATIONS
12 ! REQUISITIONS

Requisitions are requests for approval from company authorities to purchase equipment,
parts, and services. Create requisitions for items requiring management approval. You
can requisition inventory items, non-inventory items, or services. Automatically generate
requisitions for inventory items that have reached their reorder points or have fallen
below the minimum stock level. Manually create requisitions for non-inventory items and
services.
Caution: Do not delete the default requisition. MP2 automatically places line items on the
default requisition, depending on the options the System Administrator selects when
setting up purchasing. If you delete the default requisition, MP2 also removes, from
purchase orders, all line items it generated from the default requisition.

IN THIS CHAPTER
! Guidelines for Generating ! Printing Requisitions
Requisitions
! Adding Requisition Line Items to
! Generating Requisitions Purchase Orders
! Creating Requisition Records ! Removing Requisition Line Items from
Purchase Orders
! Calculating Requisition Costs
! Viewing Receipt Information
! Managing Requisition Approval
! Viewing Return Information
! Selecting the Purchasing Vendor

169
Guidelines for Generating Requisitions
Follow these guidelines to establish an efficient system for generating requisitions.
! Create inventory records for all items that you order.
! Create vendor records for the vendors from whom you regularly order items, and
then list all items the vendor supplies.
! Count inventory regularly to maintain accurate counts and to track parts usage.
! Ask the System Administrator to designate appropriate purchasing security so that
only authorized individuals can approve requisitions.

Generating Requisitions
Automatically generate requisitions for inventory items that have reached their reorder
points or have fallen below the minimum stock level.
MP2 generates requisitions according to the requisition generation setup options defined
by the System Administrator. Depending on this setup, MP2 either creates one requisition
for each vendor, places all line items for all vendors on one requisition for approval at
one time, or places all line items on the default requisition. Additionally, MP2 groups
inventory items and non-inventory items on the same requisition, depending on the setup.
Contact your System Administrator about setting up a scheduled process for generating
requisitions.
Follow these steps when generating requisitions.
1 Choose Activities | Purchasing | Generate Requisitions from the menu bar. MP2
displays the Generate Requisitions dialog box.

Tip: Define a filter to include only specific inventory items.

2 Click OK. MP2 displays the Generate Requisitions form.

170 12 ! REQUISITIONS
 3 Update item and vendor information, as necessary.
4 Click Generate. MP2 generates the requisitions, and then indicates the number of
requisitions it generated.
Important: When you click Generate, MP2 deletes line items and their accompanying information
from the Generate Requisitions form.

5 Click OK. MP2 creates the requisitions.

Creating Requisition Records

Manually create requisitions for non-inventory items, for inventory items you have not
entered into MP2, for inventory items without an established reordering method, and for
services.
Follow these steps when creating requisition records.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Click the Record View tab. MP2 displays the Record View page.

12 ! REQUISITIONS 171
 3 Click to insert a new record. MP2 creates a new requisition record.
4 Requisition No.—Enter a unique requisition number.
5 Date—Enter the date you create the requisition.
6 Need by Date—Enter the date by which the materials or services are needed.
7 Request Status—Enter the current status of the request.
8 Enter information into the remaining fields, as necessary.
9 Click the Line Items tab. MP2 displays the Line Items page.

Tip: To enter the information in record view format, click Record View.

172 12 ! REQUISITIONS
 10 Choose one of these options.
! Request items—Enter this information.
Item No.—Enter the code identifying the item to request.
Qty Requested (UOP) and Qty per UOP—Enter the number of purchasing
units, and then enter the number of items that comprises one purchasing unit.
For example, to request a case of paper (12 packages of paper per case), enter 1
for Qty Requested (UOP), and then enter 12 for Qty per UOP.
! Request services—Enter this information.
Service Code—Enter the code identifying the service to request.
Line Cost (Requested)—Enter the total cost of the requested service.
11 Order Warehouse—Enter the code identifying the warehouse for which you are
requesting the line item(s).
12 Enter information into the remaining fields, as necessary.

Calculating Requisition Costs

Calculate the total cost for line items on a requisition.
Tip: MP2 cannot accurately calculate the total cost for a requisition unless each line item
on the Line Items page contains a Qty Requested (UOP) and a Unit Cost.
Follow these steps when calculating requisition costs.
1 Choose Activities | Purchasing | Requisitions from the MP2 menu bar. MP2
displays the Requisitions form.
2 Locate the requisition for which to calculate costs, and then click the Record View
tab. MP2 displays the Record View page.
3 Click Calculate Cost. MP2 calculates the total cost for the requisition and then
displays it in the area provided.

Managing Requisition Approval

MP2 guards against unauthorized purchases by requiring requisition approval before
generating purchase orders. If your facility does not require requisition approval, contact
your System Administrator about bypassing the requisition approval process.
Employees’ purchasing security status determines whether, and to what dollar amount,
they can approve requisitions. Any employee with security clearance can approve
requisitions. Contact your System Administrator for details on the different levels of
approval.
If your facility requires signatures on printed requisitions, print the requisitions, and then
route them to the appropriate individuals for approval.

12 ! REQUISITIONS 173
Pre-approving Requisitions
If your facility requires that more than one employee approve requisitions, pre-approve
requisitions in addition to approving them. Any user can pre-approve requisitions, but
only users with the appropriate approval level can approve requisitions.
Follow these steps when pre-approving requisitions.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition to pre-approve, and then click the Record View tab. MP2
displays the Record View page.
3 Approval Status—Select a pre-approval status.
Important: If you change the status of a requisition to Not Approved, MP2 removes the approval
information from the requisition record.

4 Click the Approval tab. MP2 displays the Approval page.

Tip: If you regularly pre-approve or approve requisitions, define a filter to display

requisitions with your employee code in Next Approval Person. Then, apply that filter
to view all requisitions that require your pre-approval or approval.

5 Next Approval Person—Enter the code identifying the next individual to pre-
approve or to approve the requisition.

174 12 ! REQUISITIONS
Approving Requisitions
Approve requisitions before generating purchase orders. Only users with the appropriate
approval level can approve requisitions.
Follow these steps when approving requisitions.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition to approve, and then click the Record View tab. MP2 displays
the Record View page.
3 Approval Status—Select Approve.

Unapproving Requisitions
You can change the status of any requisition even after approving it and after generating
purchase orders from it.
Follow these steps when unapproving requisitions.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition to unapprove, and then click the Record View tab. MP2
displays the Record View page.
3 Approval Status—Select Not Approved.
If the requisition contains line items on a purchase order with an approval status of
Ready, then MP2 displays a message to this effect and asks whether to continue.
Click Yes. MP2 removes the line items from the purchase order.
If the requisition contains line items on a purchase order with an approval status of
Open, Receiving, All Received, or Completed, then MP2 indicates that it cannot
change the approval status.

Selecting the Purchasing Vendor

After approving requisitions, select the vendors from whom to order requested line items.
Refer to “Assigning Vendors to Items” in Chapter 6: Inventory.
Follow these steps when selecting the purchasing vendor.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition for which to select the purchasing vendor, and then click the
Available Vendors tab. MP2 displays the Available Vendors page.

12 ! REQUISITIONS 175
 3 Select the vendor from whom to order the line item(s), and then click Select. MP2
displays a message asking whether to include all vendor details.
4 Click Yes. MP2 updates the line item information, including the unit cost, with
information from the vendor’s item record.

Printing Requisitions
Print individual or multiple requisitions.

Printing Individual Requisitions

Print individual requisitions when necessary.
Follow these steps when printing individual requisitions.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition to print, and then choose Print Requisition from the options
menu. MP2 displays the print dialog box.
3 Click OK. MP2 prints the requisition.

Printing Multiple Requisitions

Print multiple requisitions to save time.
Follow these steps when printing multiple requisitions.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Click the Record View tab. MP2 displays the Record View page.
176 12 ! REQUISITIONS
 3 Choose one of these options.
! Print selected requisitions—Select Select for Printing for each requisition to
print.
! Print all requisitions—Choose Select All for Printing from the options menu.
Tip: To unselect all requisitions for printing, choose Unselect All for Printing from the
options menu.

4 Choose Activities | Purchasing | Print Requisitions from the menu bar. MP2
displays the Requisitions print dialog box.
5 Click OK. MP2 prints the requisitions and unselects Select for Printing for each
printed requisition.

Adding Requisition Line Items to Purchase Orders

Add individual line items to purchase orders, as necessary.
Follow these steps when adding line items to purchase orders.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition containing the line items to add, and then click the Line Items
tab. MP2 displays the Line Items page.
3 Select the item or service to add to the purchase order, and then choose one of these
options.
! Add items—Choose Add to PO | Current Item from the options menu.
! Add services—Choose Add to PO | Current Service from the options menu.
MP2 displays either the Add Item to PO or Add Service to PO dialog box.
4 Choose one of these options.
! Add to new purchase order—Select Get Next PO from Purchasing Setup
Form.
! Add to existing purchase order—Enter the code identifying the purchase order
number in PO No.
5 Click OK. MP2 adds the item or service to the purchase order.

12 ! REQUISITIONS 177
Removing Requisition Line Items from Purchase
Orders
Remove individual line items from purchase orders, as necessary.
Follow these steps when removing line items from purchase orders.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition containing the line items to remove, and then click the Line
Items tab. MP2 displays the Line Items page.
3 Choose one of these options.
! Remove items—Select the item to remove, and then choose Remove from PO |
Current Item from the options menu.
! Remove services—Select the service to remove, and then choose Remove from
PO | Current Service from the options menu.
! Remove all line items—Choose Remove from PO | All Line Items from the
options menu.
MP2 displays a message indicating that the line item is on an approved requisition
and asks if you want to continue.
4 Click Yes. MP2 removes the item(s) and/or service(s) from the purchase order.

Viewing Receipt Information

If you do not have access to purchase order information but want to know the status of
requested line items, view the detailed receipt information.
Follow these steps when viewing receipt information.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition for which to view receipt information, and then click the
Receipts tab. MP2 displays the Receipts page.

178 12 ! REQUISITIONS
 3 View the receipt information.

Viewing Return Information

If you do not have access to purchase order information but want to know if employees
returned any of the received line items, view return information.
Follow these steps when viewing return information.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition for which to view return information, and then click the
Returns tab. MP2 displays the Returns page.

3 View the return information.

12 ! REQUISITIONS 179
13 ! PURCHASE ORDERS

Generate purchase orders from requisitions or manually create purchase orders for all
items and services, and then send them to vendors. As vendors deliver purchase order line
items, receive them to MP2, and then close the purchase orders.
Important: Ask the System Administrator to set up MP2’s Purchasing module before you create
and generate purchase orders.
MP2 keeps a complete history of purchase order transactions, which you can view and
edit. You can also create new purchase order history records for transactions that
occurred before you purchased MP2 to include that information in reports and graphs.

IN THIS CHAPTER
! Entering Initial Purchase Order ! Returning Line Items
Information
! Setting the Invoice Number
! Generating Purchase Orders
! Viewing Line Item Status
! Creating Purchase Order Records
! Viewing Line Item Status Audit History
! Creating Blanket Purchase Orders
! Viewing Purchase Order Revisions
! Changing the Purchase Order Status
! Closing Purchase Orders
! Calculating Purchase Order Costs
! Editing Purchase Order History
! Printing Purchase Orders
! Editing Purchase Order Receipt History
! Faxing Purchase Orders
! Receiving Line Items

181
Entering Initial Purchase Order Information
Enter initial purchase order information, such as purchase order types, service codes, and
return reason codes, and then assign these codes to purchase order records. Refer to
“Inserting Records” in Chapter 2: Basics for information on creating new records in
MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.

Menu Option Fields Examples

Activities | Purchasing | PO Type STK-RPLC
Purchase Order Types
Description Stock Replacement

Activities | Purchasing | Service Service Code CLEAN

Codes
Description Cleaning Service

Activities | Purchasing | Return Return Reason DMGD, FAULT

Reason Codes Code
Description Damaged, Faulty

Generating Purchase Orders

Generate purchase orders from approved requisitions for inventory items, non-inventory
items, and services.
Contact your System Administrator about setting up a scheduled process for generating
purchase orders.
Follow these steps when generating purchase orders.
1 Choose Activities | Purchasing | Generate Purchase Orders from the menu bar.
MP2 displays the Generate Purchase Orders dialog box.

2 Define a filter to generate purchase orders for certain requisitions only.

182 13 ! PURCHASE ORDERS

Tip: To generate purchase orders for individual requisitions, choose Generate Purchase
Orders from the Requisitions form options menu.
3 Click the Select Purchasing Centers tab. MP2 displays the Select Purchasing Centers
dialog box.
4 Select the purchasing center(s) for which to generate purchase orders.
5 Click OK. MP2 generates the purchase orders.
Tip: MP2 obtains its values for Project ID, Account Code, and Cost Center from the
corresponding requisition.

Creating Purchase Order Records

Manually create purchase orders for inventory items, non-inventory items, requisition
items, non-requisition items, or services. Users must have security clearance to add line
items to purchase orders.

Adding Purchase Order Information

Add basic purchase order information, including the purchase order number, the
purchasing vendor, and additional notes.
Follow these steps when adding purchase order information.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates a purchase order record.

13 ! PURCHASE ORDERS 183

 4 PO No.—Enter a unique code identifying the purchase order, or press ENTER to
automatically assign the next incremented purchase order number.
5 Vendor ID and Vendor Branch—Enter the code identifying the vendor and vendor
branch to receive this purchase order.
If the vendor record contains tax information, MP2 displays a message asking
whether to copy the tax code and tax type to each line item. Click Yes. You can
change the tax information for each line item, if necessary.
6 Request Status—Enter the current status of the request.
7 Notes—Enter additional information to print on the purchase order.
8 Enter information into the remaining fields, as necessary.

Adding Line Item Information

Add new line items to purchase orders or edit current line item information. MP2 adds
new line items to the default requisition, unless they already exist on a requisition.
Before you approve purchase orders, MP2 assigns and re-assigns line numbers as you
insert and delete line items. Once you approve purchase orders, line numbers do not
change, with one exception: When you “unapprove” a purchase order, MP2 re-assigns
line numbers.
Follow these steps when adding line item information.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order for which to add line items, and then click the Line Items
tab. MP2 displays the Line Items page.

Tip: To enter the information in a record view format, click Record View.

184 13 ! PURCHASE ORDERS

 3 Choose one or more of these options.
! Order items—Enter this information.
Item No.—Enter the code identifying the item to order.
Qty Requested (UOP) and Qty per UOP—Enter the number of purchasing
units, and then enter the number of items that comprises one purchasing unit.
For example, to order a case of paper (12 packages of paper per case), enter 1
for Qty Requested (UOP), and then enter 12 for Qty per UOP.
! Order services—Enter this information.
Service Code—Enter the code identifying the service to order.
Line Cost (Requested)—Enter the total cost of the requested service.
4 Order Warehouse—Enter the code identifying the warehouse for which you are
ordering the line item(s).
5 Enter information into the remaining fields, as necessary.

Adding Order Information

Add order fulfillment information, including payment and shipping terms.
Follow these steps when adding order information.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order for which to add order information, and then click the
Order tab. MP2 displays the Order page.

13 ! PURCHASE ORDERS 185

 3 Payment Terms—Enter the payment terms agreed on for the order.
4 Freight Carrier—Enter the carrier responsible for shipping the order.
5 Enter information into the remaining fields as necessary.

Editing Purchase Order Addresses

The vendor address is the address of the vendor from whom you order, the ship-to
address is the address to which the vendor ships the order, and the confirm-to address is
the address to which the vendor sends a written confirmation of the order.
MP2 obtains the vendor address from the vendor’s record and the ship-to and confirm-to
addresses from purchasing setup. Refer to “Creating Vendor Records” in Chapter 4:
Vendors and Manufacturers for information on specifying default vendor addresses.
Contact the System Administrator concerning default ship-to and confirm-to addresses.
Edit the vendor, ship-to, and confirm-to addresses for each purchase order, if necessary.
Editing these addresses on purchase order records does not modify the default addresses.
Tip: To create a database of addresses, choose Activities | Purchasing | Addresses from
the menu bar, and then enter the addresses.
Refer to this table when editing purchase order addresses.

Address Procedure
Vendor Open the Purchase Orders form, locate the purchase order, and then
click the Vendor Address tab. MP2 displays the Vendor Address page.
Edit the information, as necessary.
Ship-to Open the Purchase Orders form, locate the purchase order, and then
click the Ship To/Confirm To tab. MP2 displays the Ship To/Confirm
To page. Edit the information, as necessary.
The ship-to address may be different from the purchasing center address
from which you order line items. For example, a corporate office in St.
Paul can place an order and want the line items delivered to their
warehouse in Minneapolis. The ship-to address, therefore, is the
Minneapolis address.
MP2 prints the ship-to address on purchase orders.
Confirm-to Open the Purchase Orders form, locate the purchase order, and then
click the Ship To/Confirm To tab. MP2 displays the Ship To/Confirm
To page. Edit the information, as necessary.
MP2 prints the confirm-to address on purchase orders.

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Adding Tax Information
When you add vendors to purchase orders, MP2 applies the tax type and tax code from
the vendor record to the entire purchase order and/or to each line item. Refer to “Entering
Tax Information” in Chapter 4: Vendors and Manufacturers.
Change the default tax information for the entire purchase order or the tax code and tax
type for each individual line item, if necessary.
Follow these steps when adding tax information.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order for which to add tax information, and then click the Tax
tab. MP2 displays the Tax page.

3 Default Tax Type—Select the type of tax applied to most line items on the purchase
order.
MP2 displays a message asking whether to copy the tax type to each line item. Click
Yes. MP2 applies this tax type to each line item; however, you can change the tax
type for each line item.
4 Default Tax Code—Enter the code identifying the tax code for the vendor supplying
the line items.
MP2 displays a message asking whether to copy the tax code to each line item. Click
Yes. MP2 applies this tax code to each line item; however, you can change the tax
code for each line item.
The Tax Charge is the total amount charged in taxes for the selected line item. MP2
obtains Tax Name and Tax Rate from the tax code record if available.

13 ! PURCHASE ORDERS 187

Creating Blanket Purchase Orders
Vendors may agree to sell line items at a certain costs, and then designate a specific
purchase order number for those line items. Set up blanket purchase orders for these
vendors and line items.
You can release the same blanket purchase order numerous times, and the purchase order
number remains the same; however, MP2 assigns each release a separate release number.
With blanket purchase orders, you can constantly order supplies for a particular job or
equipment and charge all of those supplies to one purchase order.
Complete these steps when creating blanket purchase orders.

Step 1: Setting Up Blanket Purchase Orders

Set up blanket purchase orders by entering the vendor’s blanket purchase order number
for each item.
Follow these steps when setting up blanket purchase orders.
1 Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2 Locate the inventory item for which to set up a blanket purchase order, and then click
the Vendors tab. MP2 displays the Vendors page.
3 Vendor Branch—Enter the code identifying the vendor for which to set up the
blanket purchase order.
4 Blanket PO No.—Click . MP2 displays the Lookup – Vendor Purchase Contracts
form.
5 Vendor Branch—Enter the code identifying the vendor for which to set up the
blanket purchase order.
6 Purchasing Center—Enter the code identifying the purchasing center.
7 Blanket PO No.—Enter a unique code identifying the blanket purchase order
number.
8 Click OK. MP2 returns the blanket purchase order number to the inventory item
record.

Step 2: Generating Requisitions for Blanket Purchase Orders

Generate requisitions for line items to include on blanket purchase orders.
Follow these steps when generating requisitions for blanket purchase orders.
1 Choose Activities | Purchasing | Generate Requisitions from the menu bar. MP2
displays the Generate Requisitions dialog box.
2 Define a filter for the inventory items for which to create the blanket purchase order.
3 Click OK. MP2 displays the Generate Requisitions form.
188 13 ! PURCHASE ORDERS
 4 Click the Available Vendors tab. MP2 displays the Available Vendors page.

5 Available Vendors—Select the vendor for the blanket purchase order, and then click
Select. MP2 updates the line item information, including the unit cost, with
information from the vendor’s line item record.
6 Click Generate. MP2 generates the requisition.

Step 3: Approving Requisitions for Blanket Purchase Orders

Approve the requisition created for the blanket purchase order if it is not the default
requisition.
Follow these steps when approving requisitions for blanket purchase orders.
1 Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2 Locate the requisition to approve, and then click the Record View tab. MP2 displays
the Record View page.
3 Approval Status—Select Approved.

13 ! PURCHASE ORDERS 189

Step 4: Generating Blanket Purchase Orders
The final step in creating blanket purchase orders is to generate the blanket purchase
orders. The same functions apply to both standard and blanket purchase orders. Refer to
“Generating Purchase Orders” earlier in this chapter.
MP2 generates blanket purchase orders for those line items specified on a blanket
purchase order. MP2 retains the same PO No. for the blanket purchase order each time
you generate it, but it assigns a new Release No. to indicate how many times you
generated the blanket purchase order and to identify each different release of the same
blanket purchase order.

Changing the Purchase Order Status

MP2 automatically changes the status of the purchase order as you create, print, and
submit the purchase order or as you receive the purchase order line items. However, with
proper security clearance, you may manually change the status of purchase orders.
This table explains when MP2 changes the status of purchase orders and lists
circumstances that warrant manual changes. MP2 considers purchase orders with a
Ready status “unapproved” and purchase orders with all other status values “approved.”

Status MP2 Change Circumstance for Manual Change

Ready You created the purchase order,
but have not printed or
submitted it.
Open You printed and submitted the
purchase order.
Receiving You received at least one line
item on the purchase order.
All You specified in the Receiving
Received Options dialog box to change
the status to All Received
when you receive all line items.
MP2 also changes the status to
this value when Qty Received
– Qty Returned > Qty
Ordered.
Completed You specified in the Receiving
Options table to change the
status to Completed when you
receive all line items.
You need to add more line items.
You have not printed the purchase
order, but you do not want others to
add more line items without receiving
a warning.
You received all line items that you
expect to receive, which may not be
all line items on the purchase order,
and you want the status to reflect that
no more line items are arriving.
You received all line items that you
expect to receive, which may not be
all line items on the purchase order,
and you want the status to reflect that
the purchase order is complete.

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Calculating Purchase Order Costs
Calculate costs for purchase orders. View the total amount paid, total amount received,
and the total cost of purchase orders.
Follow these steps when calculating costs.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order for which to calculate costs, and then click the Costs tab.
MP2 displays the Costs page.

3 Amount Paid—Enter the dollar amount paid for the ordered line items.
4 Shipping—Update shipping charges for the order.
5 Click Calculate Cost. MP2 calculates all costs for the purchase order and updates
Total.

Printing Purchase Orders

Print purchase orders one at a time or all at one time.
Important: Choosing a destination other than Vendor Preferred overrides the preferred order
method you specified on the vendor record. For example, if the Preferred Order
Method for the vendor is Fax, but you specify Print as the destination when printing
the purchase order, MP2 prints the purchase order instead of faxing it to the vendor.

13 ! PURCHASE ORDERS 191

Printing Individual Purchase Orders
Print individual purchase orders when necessary.
Follow these steps when printing individual purchase orders.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order to print, and then choose Print PO from the options menu.
MP2 displays the Purchase Orders print dialog box.
Tip: To print the purchase order with the exchange rate for the vendor, choose Print PO
with Exchange Rate from the options menu.
3 Click OK. MP2 prints the purchase order.
Tip: If you select Export on the Purchase Orders print dialog box, Datastream
recommends selecting Rich Text Format (.rtf) for Save as type on the Save As
dialog box.

Printing Multiple Purchase Orders

Print multiple purchase orders to save time.
Follow these steps when printing multiple purchase orders.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Click the Record View tab. MP2 displays the Record View page.
3 Select one of these options.
! Print selected purchase orders—Select Select for Printing for each purchase
order to print.
! Print all purchase orders—Choose Select All for Printing from the options
menu.
Tip: To remove print selection designation from all purchase orders, choose Unselect All
for Printing from the options menu.
4 Choose Activities | Purchasing | Print Purchase Orders from the menu bar. MP2
displays the Purchase Orders print dialog box.
5 Click OK. MP2 prints the purchase orders and unselects Select for Printing for each
printed purchase order.
Tip: If you select Export on the Purchase Orders print dialog box, Datastream
recommends selecting Rich Text Format (.rtf) for Save as type on the Save As
dialog box.

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Faxing Purchase Orders
Fax purchase orders for greater convenience.
Complete these steps when faxing purchase orders.

Step 1: Installing the Fax Program

Install Symantec Winfax on the workstation from which you fax purchase orders. Refer to
the Symantec Winfax documentation for installation instructions.

Step 2: Entering the Fax Program Name

Ask the System Administrator to enter Winfax as the Fax Program name when setting up
Purchasing.

Step 3: Setting up Vendor Information

Enter the vendor’s fax number and specify that you prefer to fax orders to the vendor.
Follow these steps when setting up vendor information.
1 Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2 Click the Ordering tab. MP2 displays the Ordering page.
3 Preferred Order Method—Select Fax.
4 Fax No.—Enter the vendor’s fax number.

Step 4: Faxing Purchase Orders

Fax the purchase order to the vendor.
Follow these steps when faxing purchase orders.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Select the purchase order to fax, and then choose Print PO from the options menu.
MP2 displays the Purchase Orders print dialog box.
3 Select Send Via, and then click OK. MP2 launches WinFax and faxes the purchase
order to the vendor.
Tip: To fax multiple purchase orders, ensure that each vendor record contains the
appropriate fax number, select Select for Printing for each purchase order to fax, and
then choose Activities | Purchasing | Print Purchase Orders from the menu bar.

13 ! PURCHASE ORDERS 193

Receiving Line Items
After you create, print, and submit purchase orders, vendors deliver the line items.
Receive items to stock locations, cost centers, employees, work orders, or equipment.
Receive services to cost centers, employees, work orders, or equipment.
As you receive line items, MP2 updates information on the corresponding requisition.
MP2 also creates an inventory transaction history record with a Transaction Type of
Purchasing Receive for those inventory line items received.
Modify receipt information as necessary. As you edit receipts, MP2 updates information
on the corresponding requisition and creates an inventory transaction history record with
a Transaction Type of Purchasing Fix for inventory items.
Follow these steps when receiving line items.
1 Choose one of these options.
! Choose Activities | Purchasing | Quick Receive from the menu bar.
! Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form. Locate the purchase order for which to
receive line items, and then choose Receive Items/Services from the options
menu.
MP2 displays either the Quick Receive or Receive Items/Services form.

2 Purchasing Center—Enter the purchasing center for which to receive line items.
3 PO No.—Enter the code identifying the purchase order for which to receive the line
items. MP2 lists all line items on the purchase order.
Tip: To enter the information in record view format, click Record View.

194 13 ! PURCHASE ORDERS

 4 Choose one of these options.
! Receive items—Enter this information.
Qty to Receive—Enter the number of items to receive.
Receive Warehouse—Edit the code identifying the warehouse to which to
receive the line item, if necessary.
! Receive services—Enter this information.
Line Cost to Receive or Qty to Receive—Enter the cost of the services to
receive or the number of services to receive.
If you receive a quantity greater than you requested, MP2 displays a message
indicating the line item is over-received. Click Yes to continue or click No to change
the Qty to Receive or Line Cost to Receive.
Tip: If the system administrator has selected to automatically fill Qty to Receive, click Zero
Quantity and Cost to clear quantities and costs for all line items.

5 Receive To and Receive To ID—Specify whether to receive each item to a stock

location, work order, cost center, equipment, or employee, and then enter the
identifying code. Specify whether to receive each service to a work order, cost center,
equipment, or employee, and then enter the identifying code.
MP2 updates the cost center on purchase order line items accordingly.

Receive To Cost Center Obtained From

Stock Inventory record
Work order Equipment record on the work order
Equipment Equipment record
Cost center Line item record
Employee Inventory record
6 Print Receiver—Select to print a receiver report.
7 Enter information into the remaining fields, as necessary.
8 Click Receive PO. MP2 receives the line items, updates Qty Received (UOP) for
each line item on the purchase order, and prints the receiver report.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Receive PO.

13 ! PURCHASE ORDERS 195

Returning Line Items
Record returns of incorrect or damaged items or incorrect services. Return items to stock
locations, cost centers, employees, work orders, or equipment. Return services to cost
centers, employees, work orders, or equipment.
As you return line items, MP2 updates information in the corresponding requisition and
creates an inventory transaction history record with a Transaction Type of Return to
Vendor for those inventory items returned.
Modify return information as necessary. As you edit returns, MP2 updates information on
the corresponding requisition and creates an inventory transaction history record with a
Transaction Type of Return Fix for inventory items.
Follow these steps when returning line items.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order for which to return line items, and then choose Return
Items/Services from the options menu. MP2 displays the Return Items/Services
dialog box.

Tip: To enter the information in record view format, click Record View.

3 Choose one of these options.

! Return items—Enter this information.
Qty to Return—Enter the number of line items to return.
! Return services—Enter this information.
Line Cost to Return or Qty to Return—Enter the cost of the services to return
or the number of services to return.

196 13 ! PURCHASE ORDERS

 4 Return Reason Code—Enter the code identifying the reason for the return.
5 Enter information into the remaining fields, as necessary.
6 Click Return Items/Service. MP2 returns all line items and updates Qty Received
(UOP) for each line item on the purchase order.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Return Items/Service.

Setting the Invoice Number

Set the invoice number for all received purchase order items.
Follow these steps when setting the invoice number.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Select the purchase order for which to set the invoice number, and then choose Set
Invoice No. from the options menu. MP2 displays the Set Invoice Number dialog
box.

3 Invoice No.—Enter the code identifying the invoice.

4 Click OK. MP2 updates the invoice number for all received line items.

Viewing Line Item Status

Check the purchasing status of any line item at any stage of the ordering process.
Follow these steps when viewing line item status.
1 Choose Activities | Purchasing | Item Status | Purchase Orders from the menu
bar. MP2 displays the Item Status form.

13 ! PURCHASE ORDERS 197

 2 Select the line item for which to view the status, and then refer to this table when
viewing additional information.

Page Information
Receipts List of receipts for this line item, including the quantities
received.
Purchase Order Detailed information about the purchase order containing the
Information line item.
Requisition Detailed information about the requisition on which the line
Information item exists.

198 13 ! PURCHASE ORDERS

Viewing Line Item Status Audit History
View line item status changes if the System Administrator has enabled this capability.
Follow these steps when viewing line item status audit history.
1 Choose Activities | Purchasing | Line Item Status Audit History from the menu
bar. MP2 displays the Line Item Status Audit History form.

2 View the line item status audit history.

Tip: To purge line item status audit history, click Purge.

Viewing Purchase Order Revisions

View changes made to approved purchase orders if the System Administrator has enabled
this capability.
Follow these steps when viewing purchase order revisions.
1 Choose Activities | Purchasing | Purchase Order Revisions from the menu bar.
MP2 displays the Purchase Order Revisions form.

13 ! PURCHASE ORDERS 199

Tip: To print the current purchase order revision, click .

2 Select the purchase order for which to view revisions, and then refer to this table
when viewing additional information.

Page Information
Record View Basic purchase order information and additional information to
print on the purchase order.
Line Items List of items/services to order.
Costs Amount paid to the vendor, cost of line items already received,
and total cost of the purchase order, including tax(es), shipping
charges, and miscellaneous charges.
Order Order placement and fulfillment information, including payment
and shipping terms.
Vendor Vendor’s address, obtained from the vendor’s record.
Address
Tax Tax information for the purchase order.
Returns Returns to date of line items from this purchase order.

200 13 ! PURCHASE ORDERS

Closing Purchase Orders
Close purchase orders after receiving all line items and updating all pertinent information.
Either close purchase orders individually or close many purchase orders at one time.
When you close purchase orders, MP2 transfers the information to purchase order history
and deletes the information from the current purchase orders and requisitions.
Contact your System Administrator about setting up a scheduled process for closing
purchase orders.

Closing Individual Purchase Orders

Close individual purchase orders when necessary.
Follow these steps when closing individual purchase orders.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Locate the purchase order to close, and then choose Close Current PO from the
options menu. MP2 displays a confirmation.
3 Click Yes. MP2 closes the purchase order, and then displays a confirmation.
4 Click OK. MP2 returns to the Purchase Orders form.

Closing Selected Purchase Orders

Close selected purchase orders by defining a filter, and then closing all purchase orders
within the filter.
Follow these steps when closing selected purchase orders.
1 Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2 Define a filter to display only the purchase orders to close.
3 Choose Close POs from the options menu. MP2 displays a confirmation.
If the filtered purchase orders have a status other than Completed, MP2 displays a
notification. Click Yes to close all the filtered purchase orders. Click No to change
the filter.
4 Click Yes. MP2 closes the purchase orders, and then displays a confirmation.
5 Click OK. MP2 returns to the Purchase Orders form.

13 ! PURCHASE ORDERS 201

Closing Completed Purchase Orders
Follow these steps when closing multiple purchase orders completed before a certain date.
1 Choose Activities | Purchasing | Close Purchase Orders from the menu bar.
MP2 displays the Close Purchase Orders dialog box.

2 Select the purchasing center(s) for which to close purchase orders.

3 Cutoff Date—Enter the date through which to close Completed purchase orders,
and then click OK. MP2 closes the purchase orders you completed on or before the
specified date.

Editing Purchase Order History

When you close purchase orders, MP2 transfers the purchase order information to history.
Tip: Create history records for orders that occurred before you purchased MP2 to include
that data in reports.
Follow these steps when editing purchase order history.
1 Choose Activities | Purchasing | Purchasing History from the menu bar. MP2
displays the Purchasing History form.
2 Click the Record View tab. MP2 displays the Record View page.

202 13 ! PURCHASE ORDERS

 3 Edit purchase order history, as necessary.

Editing Purchase Order Receipt History

Edit existing receipts in purchase order history records or add new receipts. MP2 adjusts
inventory accordingly.
Follow these steps when editing purchase order receipt history.
1 Choose Activities | Purchasing | Purchasing History from the menu bar. MP2
displays the Purchasing History form.
2 Locate the purchasing history record for which to edit receipts, and then click the
Line Items tab. MP2 displays the Line Items page.
3 Select the line item for which to edit receipts, and then click the Receipts tab. MP2
displays the Receipts page.

13 ! PURCHASE ORDERS 203

 4 Choose one of these options.
! Edit an existing receipt—Enter the new Qty Received (UOP) or Line Cost
(Received).
! Enter a new receipt—Click New Receipt. MP2 creates a new receipt record.
Enter receiving information.
5 Close the form. MP2 displays a message asking whether to adjust the stock level and
history.
6 Click Yes. MP2 posts the transaction.

204 13 ! PURCHASE ORDERS

14 ! ASSET MANAGEMENT

An asset is any object of value that you use at your facility—not necessarily one you
maintain or repair. Record information on assets such as equipment, furniture, and
inventory.

IN THIS CHAPTER
! Entering Initial Asset Information
! Generating Asset Locations
! Creating Asset Location Records
! Generating Asset Numbers
! Creating Asset Records
! Viewing Assets for Each Location
! Counting Assets

205
Entering Initial Asset Information
Enter initial asset information, such as asset types and then assign these codes to asset
records. Refer to “Inserting Records” in Chapter 2: Basics for information on creating
new records in MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.

Menu Option Fields Examples

Activities | Assets | Types Type COMP, FURNTR
Type Computers, Furniture
Description

Generating Asset Locations

An asset location may be a room in a building, a section of a warehouse, or any other
physical location. Automatically generate asset locations when your site contains several
locations. For example, if your facility has many rooms, generate a certain number of
location codes starting with the first room number.
Generate asset location codes using numbers and/or letters. These examples illustrate how
MP2 automatically generates location codes.
! Location codes for 5 warehouses—Enter WARE-1 for Starting Location, and enter
5 for No. of Locations. MP2 generates these location codes: WARE-1, WARE-2,
WARE-3, etc.
! Location codes for 10 buildings (A through J)—Enter BLDG-A for Starting
Location, and enter 10 for No. of Locations. MP2 generates these location codes:
BLDG-A, BLDG-B, BLDG-C, etc.
Follow these steps when generating asset locations.
1 Choose Activities | Assets | Generate Locations from the menu bar. MP2 displays
the Generate Asset Locations dialog box.

2 Starting Location—Enter the code for the first location in the sequence, using lead
zeroes where appropriate.
3 No. of Locations—Enter the number of location codes to generate.
4 Click OK. MP2 generates the location codes, and then displays a message indicating
the number of asset locations generated.

206 14 ! ASSET MANAGEMENT

 5 Click OK. MP2 returns to the main window.
Tip: To delete unused asset locations, choose Activities | Assets | Delete Unused
Locations from the menu bar.

Creating Asset Location Records

Manually create asset location records if your site contains few locations.
Follow these steps when creating asset location records.
1 Choose Activities | Assets | Locations from the menu bar. MP2 displays the Asset
Locations form.

2 Click to insert a new record. MP2 creates an asset location record.

3 Location—Enter a unique code identifying the asset location.

Generating Asset Numbers

Automatically generate asset numbers for assets that you code sequentially. For example,
if your facility contains 72 personal computers, automatically create an asset record for
each computer by specifying a starting asset number (PC-001) and the number of asset
records needed (72). MP2 then generates a record for each asset, each with a sequential
asset number. (PC-001 to PC-072). Enter additional information into each generated
record.
Follow these steps when generating asset numbers.
1 Choose Activities | Assets | Generate Numbers from the menu bar. MP2 displays
the Generate Asset Numbers dialog box.

14 ! ASSET MANAGEMENT 207

 2 Starting Asset No.—Enter code for the first asset, using lead zeroes where
appropriate.
3 No. of Assets—Enter the number of asset numbers to generate.
4 Click OK. MP2 generates the asset numbers, and then it displays a message indicating
the number of asset numbers generated.
5 Click OK. MP2 returns to the main window.
Tip: To delete unused asset numbers, choose Activities | Assets | Delete Unused
Numbers from the menu bar.

Creating Asset Records

Create an asset record for each asset.
Follow these steps when creating asset records.
1 Choose Activities | Assets | Assets from the menu bar. MP2 displays the Assets
form.
2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a new record. MP2 creates an asset record.

4 Asset No.—Enter a unique code identifying the asset.
5 Type—Enter the code identifying the type of asset.
6 Location—Enter the code identifying the location containing this asset.
7 Current Qty—Enter the number assets at the location.

208 14 ! ASSET MANAGEMENT

Viewing Assets for Each Location
View assets for each location.
Follow these steps when viewing assets for each location.
1 Choose Activities | Assets | Locations from the menu bar. MP2 displays the Asset
Locations form.
2 Select the location for which to view assets, and then click the Record View tab.
MP2 displays the Record View page.

3 View the asset information.

Counting Assets
Count existing assets and compare the actual quantities to the quantities in MP2.
Complete these steps when counting assets.

Step 1: Printing Counting Sheets

The first step in counting assets is printing the counting sheets.
Complete these steps when printing counting sheets.
1 Choose Reports | Assets | Counting Sheets from the menu bar. MP2 displays the
print dialog box.
Tip: Sort counting sheets by a particular field, and then MP2 prints the records in the
specified sort order. For example, if several buildings contain assets to count, sort
the asset records by location, and then MP2 groups the assets on the counting
sheets by location.
2 Click OK. MP2 prints the counting sheets.
3 Record on the counting sheets any changes to locations and quantities. If you
renamed an asset, record its new name in New Asset No.

14 ! ASSET MANAGEMENT 209

Step 2: Entering and Posting Counts
The second step in counting assets is entering and posting counts. When you enter and
post new counts, MP2 updates the asset records.
Follow these steps when entering and posting counts.
1 Choose Activities | Assets | Physical Counting from the menu bar. MP2 displays
the Asset Physical Counting form.

Tip: Sort the asset physical counting records in the same order you sorted the counting
sheets.
2 New Qty—Enter the new number for each asset.
3 Click Post. MP2 posts the changes.

Step 3: Printing the Adjustment Report

The third step in counting assets is printing the Adjustment report. The Adjustment report
lists all changes to asset information during the most recent physical count.
1 Choose Reports | Assets | Adjustments from the menu bar. MP2 displays the print
dialog box.
2 Click OK. MP2 prints the report.

210 14 ! ASSET MANAGEMENT

15 ! BUDGETING

Track projected and actual costs with MP2’s budgeting module, and then analyze
discrepancies between these costs.

IN THIS CHAPTER
! Analyzing Budgets
! Printing Budget Reports and Graphs
! Clearing the Current Budget

211
Analyzing Budgets
Analyze budgets to determine if your site is overspending in certain areas.
Follow these steps when analyzing budgets.
1 Choose Activities | Budget | Budget from the menu bar. MP2 displays the Budget
form.

2 Year—Select the year to analyze.

3 Budget Class—Select a budget class to analyze.
When you select a budget class to analyze, MP2 displays the budget class as the title
for the Budget Name list (the column on the left). The Budget Name list displays all
current values for the selected budget class.
4 Budget Name list—Select a budget name to analyze. MP2 displays, in the budget
grid, the current calculated budget information for the selected value.
5 Budgeted—Enter the projected budget for each month. This amount is the monthly
allocation for employee labor, vendor labor, and material costs.
6 Click Update Actual Cost. MP2 updates cost information based on open and closed
equipment-based work orders.
With this formula, MP2 calculates the budget percentage actually used in work
orders for the selected budget name.

MP2 displays the percentage in % of Budget. A percentage less than 100% indicates
you are within budget, and a percentage greater than 100% indicates you are over
budget. MP2 displays negative numbers in parentheses. MP2 displays the dollar
amount the named budget is over or under budget in Overrun.

212 15 ! BUDGETING
Printing Budget Reports and Graphs
Print budget reports and graphs when necessary.
Follow these steps when printing budget reports and graphs.
1 Choose Activities | Budget | Budget from the menu bar. MP2 displays the Budget
form.
2 Select the Year, Budget Class, and budget name for which to create the report or
graph.
3 Choose one of these options from the options menu.
! Comparison Report—A comparison of all budgeted costs and actual costs for
the selected budget class and year.
! Overrun Report—Dollar amount over or under the budget for the selected
budget class and year.
! Comparison Graph—A comparison of all budgeted costs and actual costs for
the selected budget name and year.
! Overrun Graph—Dollar amount over or under the budget for the selected
budget name and year.
MP2 displays the print dialog box.
4 Click OK. MP2 prints the report or graph.

Clearing the Current Budget

Clear the current budget for a selected year, budget class, and budget name.
Follow these steps when clearing the current budget.
1 Choose Activities | Budget | Budget from the menu bar. MP2 displays the Budget
form.
2 Select the Year, Budget Class, and budget name for which to clear the current
budget.
3 Choose Clear Current Budget from the options menu. MP2 clears the budget
information for the selected year, class, and budget name.

15 ! BUDGETING 213
16 ! STATISTICAL PREDICTIVE
MAINTENANCE

Move beyond preventive maintenance by setting up a predictive maintenance program in

MP2. MP2’s statistical predictive maintenance (SPM) module identifies equipment
readings outside the control limits, alerting you to schedule maintenance before the
equipment fails. Set controls according to either manufacturer’s specifications or the
equipment’s historical performance.
For example, you may create an SPM record that monitors the vibration readings of an
injection molder by entering the minimum and maximum possible readings, obtained
from the manufacturer’s specifications. You would then enter each reading on the
equipment and periodically generate reports and graphs indicating readings that fall
outside the specified range.
Predictive maintenance, sometimes called “just in time” maintenance, demands regular
monitoring but can provide substantial cost savings by delaying maintenance until failure
is imminent. For example, by recording and analyzing the vibration readings on the
injection molder in the example above, you can extend the useful life of the part without
risking downtime on the equipment.

IN THIS CHAPTER
! Creating SPM Records
! Recording SPM Readings
! Generating Work Orders Using SPM
Limits
! Viewing Daily Averages
! Calculating Means and Standard
Deviations
! Purging SPM Readings

215
Creating SPM Records
Create statistical predictive maintenance records to monitor equipment using one or more
of these methods.
! Manufacturer specifications—Indicate the minimum and maximum allowable
equipment readings. Readings outside this range indicate a problem with the
equipment and the need for maintenance.
! Mean and standard deviation of the readings to date—Readings that are beyond the
specified standard deviation from the mean indicate a problem with the equipment
and the need for maintenance.
! Mean and the consecutive readings to date—Readings repeatedly falling above or
below the mean indicate a problem with the equipment and the need for maintenance.
MP2 calculates the Mean from the readings entered, and it calculates the standard
deviation (Std. Deviation) from the mean and each reading. Approximately 66% of all
readings fall within one standard deviation of the mean, and 95% fall within 2 standard
deviations. Less than 1/3 of 1% of all readings fall outside 3 standard deviations. Any
reading beyond the number of standard deviations from the specified mean (1, 2, or 3)
indicates a problem with the equipment.
When you use the Mean and Standard Deviation method or the Mean and Consecutive
Points method, you can manipulate the Mean that MP2 uses in its SPM calculations in
these two ways.
! Select Use Daily Average if you take several readings a day. MP2 uses the average
of the daily readings in addition to the individual readings to determine performance.
Using daily averages “smoothes” the graphical analysis of a measurement taken more
than once per day.
! Specify a date range from which to generate the mean by first selecting Use Control
Dates, and then entering a date range in which the equipment operated normally.
When you specify a date range, MP2 is more likely to obtain a valid mean by which
to compare readings.
Follow these steps when creating SPM records.
1 Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2 Click the Record View tab. MP2 displays the Record View page.

216 16 ! STATISTICAL PREDICTIVE MAINTENANCE

 3 Click to insert a new record. MP2 creates an SPM record.
4 Equipment No.—Enter the code identifying the equipment to monitor.
5 Measurement—Enter a brief name for the measurement.
6 Description—Enter a complete description of the measurement.
7 Units—Enter the units of measurement for which you take readings.
8 Specify limits for the equipment readings using one of these methods.
! Manufacturer Specifications—Select Use Manufacturer’s Specifications, and
then enter the Min. Value and Max. Value for the readings. Any readings not
within these values indicate a problem with the equipment.
! Mean and Standard Deviation—Select Use 1 Std. Deviation, Use 2 Std.
Deviations, or Use 3 Std. Deviations.
! Mean and Consecutive Points—Specify the number of Consecutive Points to
monitor (default is 7). Equipment readings consecutively higher or lower than
the mean for this number of consecutive points indicate a trend. If the trend
continues, the equipment is likely to fail eventually, even if the consecutive
values are still within limits. Do not enter a value for Consecutive Points if you
do not use this method.

16 ! STATISTICAL PREDICTIVE MAINTENANCE 217

Recording SPM Readings
After creating SPM records, record equipment readings. To take full advantage of SPM,
record readings each time employees take them.
Periodically create reports and graphs to view and analyze an equipment’s SPM
information and determine when it needs maintenance.
Follow these steps when recording SPM readings.
1 Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2 Locate the SPM record for which to record readings, and then click the Readings tab.
MP2 displays the Readings page.

3 Date and Time—Enter the date and time of the reading.

4 Choose one of these options.
! Record numeric measurement—Enter the reading in Numeric Reading.
! Record non-numeric measurement—Enter the value in Text Reading.
Tip: To graph the number of occurrences of a numeric reading over a period of time,
enter the numeric reading in both Numeric Reading and Text Reading.
5 Enter information into the remaining fields, as necessary.

218 16 ! STATISTICAL PREDICTIVE MAINTENANCE

Generating Work Orders Using SPM Limits
Automatically generate work orders for equipment with readings outside the specified
statistical predictive maintenance (SPM) limits.
Follow these steps when generating work orders using SPM limits.
1 Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.

2 Generate Through—Enter the date through which to generate work orders.

3 Equipment Readings outside SPM Limits—Select to generate work orders for
equipment with readings outside of SPM limits.
4 Print Work Orders after Generating Them—Select to print work orders
immediately following generation.
5 Enter information into the remaining fields, as necessary.
Tip: MP2 does not generate work orders if a current work order exists for the equipment
reading or if the most recent work order for the equipment has a completion date/time
less than or equal to the most recent SPM reading date/time.
6 Click Generate. MP2 generates a work order for each equipment with readings
outside the SPM limits.

16 ! STATISTICAL PREDICTIVE MAINTENANCE 219

Viewing Daily Averages
View daily averages when necessary.
Follow these steps when viewing daily averages.
1 Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2 Locate the SPM record for which to view daily averages, and then click the Daily
Averages tab. MP2 displays the Daily Averages page.

3 View the daily average information.

Calculating Means and Standard Deviations

Calculate the mean and standard deviation for either one SPM record at a time or all SPM
records at one time.
! Individual SPM records—Open the Statistical Predictive Maintenance form. Locate
the SPM record for which to calculate means and standard deviations, and then
choose Calculate Mean and Std. Deviation from the options menu. MP2
calculates the mean and standard deviation for the record.
! All SPM records—Choose Activities | Statistical Predictive Maintenance |
Calculate All Means and Std. Deviations from the menu bar. MP2 calculates the
means and standard deviations for all SPM records.

220 16 ! STATISTICAL PREDICTIVE MAINTENANCE

Purging SPM Readings
Purge (or delete) obsolete SPM readings to free space on the server. Specify a cut-off
date, and MP2 purges SPM readings taken on or before that date. Purging SPM readings
does not delete the SPM record.
Important: Print SPM reports and graphs before purging SPM data. You cannot recover SPM
readings after purging them.
Follow these steps when purging SPM readings.
1 Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2 Locate the SPM record for which to purge readings, and then choose Purge SPM
Data from the options menu. MP2 displays the Purge SPM Data dialog box.

3 Purge Through—Enter the date through which to delete readings.

4 Click OK. MP2 displays a confirmation.
5 Click Yes. MP2 deletes all readings on or before the specified date for the specified
measurement.

16 ! STATISTICAL PREDICTIVE MAINTENANCE 221

17 ! REPORTS, GRAPHS, AND
LABELS

Create, modify, and print MP2 reports and graphs to analyze your maintenance
information. Create, modify, and print MP2 labels to identify your maintenance
equipment and inventory. Additionally, you may export or email MP2 reports, graphs and
labels.

IN THIS CHAPTER
! General Procedures for Reports, Graphs, and Labels
! Reports
! Graphs
! Labels
! Work Order Analysis and Inventory Analysis Graphs

223
General Procedures for Reports, Graphs, and Labels
This section describes general procedures for creating, modifying, previewing, printing,
exporting, and emailing reports, graphs, and labels.

Selecting Reports, Graphs, or Labels

Select a report or graph by choosing Reports or Graphs from the menu bar, and then
choose the report or graph. Select a set of labels by choosing Activities |
Inventory | Item Labels or Activities | Purchasing | Print Receiver Item Labels from
the menu bar.
MP2 displays a print dialog box similar to this one.

Specifying Page Layout and Print Information

MP2 defaults to a standard layout and print setup. Change the layout and print setup as
necessary.
Follow these steps when specifying page layout and print information.
1 Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2 Click Printer/Page Setup. MP2 displays a Page Setup dialog box similar to this one.

224 17 ! REPORTS, GRAPHS, AND LABELS

 Refer to this table when specifying page layout and print options.

Option Procedure
Margins For reports or graphs, specify the margin widths in inches or centimeters,
and then enter the left, right, top, and bottom margins.
Page Range For reports, graphs, or labels, select which page(s) to print.
All—Select to print all pages of the report, graph, or set of labels.
Current Page—Select to print the current page of the report, graph, or
set of labels. Select this option only when printing the report, graph, or
set of labels from Print Preview.
Pages—Select to specify the first and last pages of a range to print.
Copies For reports, graphs, or labels, enter the number of copies to print.
Orientation For reports, select Portrait or Landscape as the print orientation.
Even if you specify a printer orientation in the Print Setup dialog box,
MP2 still prints the report according to the orientation specified in this
dialog box.
Style For tabular reports, choose one of these options.
Tabular (With Grid)—Select to print the report in tabular format with
a grid.
Tabular (Without Grid)—Select to print the report in tabular format
without a grid.
Record—Select to print the report in non-tabular format.

17 ! REPORTS, GRAPHS, AND LABELS 225

Selecting Records
Define a filter to select particular records to include on reports, graphs, or labels. For
example, select only inventory records from a specific location to include on the
Inventory Standard report.
Selecting records does not change fields; it only changes records that MP2 prints on
reports, graphs, or labels. Refer to “Selecting Report Fields” later in this chapter for
information on selecting the fields to include on reports.
Follow these steps when selecting records.
1 Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2 Click the Select tab. MP2 displays the Select page.

3 Field Name—Select the field by which to filter the report, graph, or set of labels.
4 Operator—Select the filter operator.
5 Value—Enter the value by which to filter the report, graph, or set of labels.
6 Enter additional selection criteria, as necessary. Refer to this table for additional filter
functions.

Function Procedure
Add conditions Click Insert. MP2 inserts a blank condition before the
current condition.
Modify conditions Select, in the box at the bottom of the dialog box, the
condition to modify, and then edit the Condition as
necessary.
Delete conditions Click Delete. MP2 deletes the current condition.
Display previous Click Previous.
condition

226 17 ! REPORTS, GRAPHS, AND LABELS

 Function Procedure
Display next Click Next.
condition
If the current condition is the last condition in the filter and
you click Next, MP2 adds a new condition after the last
condition.
Change the joiner Select the condition from the list box, and then select the
(And/Or) joiner.
And—Select to include records that contain both of the
joined conditions.
Or—Select to include records that contain one or the other
condition.
Group conditions Hold down SHIFT, and then select each condition to include
in the group. Release SHIFT, and then click
Add ( ).
Remove groupings Select the first condition in the group, press SHIFT, and
then select the last condition in the group. Click
Remove ( ). MP2 removes the grouping from the
conditions.
Click Remove All ( ) to remove groupings from all
conditions.

Sorting Records
By default, MP2 sorts information for reports, graphs, and labels by the first field of the
report, graph, or set of labels. Change this sort order, if necessary.
Follow these steps when sorting records.
1 Choose Reports, Graphs, or Labels from the menu bar, and then select the report,
graph, or set of labels to print. MP2 displays a print dialog box.
2 Click the Sort tab. MP2 displays the Sort page.

17 ! REPORTS, GRAPHS, AND LABELS 227

 3 Sort By—Select the primary field by which to sort the report, graph, or set of labels.
4 Select one of these options.
! Ascending—Select to sort the records either alphabetically or numerically by
the selected field, i.e., A preceding B or 1 preceding 2.
! Descending—Select to sort the records in either reverse alphabetical or
numerical order by the selected field, i.e., Z preceding Y or 2 preceding 1.
! Group By—Select to group the records by the selected field.
5 Then By—Select secondary and tertiary fields by which to sort the report, graph, or
set of labels, if necessary.

Selecting the Warehouses

Depending on the contents of the report, graph, or set of labels, select the warehouses for
which to create a report, graph, or set of labels. Reports, graphs, or labels that do not
contain warehouse-specific information do not contain the additional page.
Follow these steps when selecting warehouses.
1 Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2 Click the Select Warehouses tab. MP2 displays the Select Warehouses page.
3 Select the warehouse(s) for which to print the report, graph, or set of labels.

228 17 ! REPORTS, GRAPHS, AND LABELS

Previewing Report, Graph, and Label Data
You can preview the data for a report, graph, or set of labels without viewing the actual
report, graph, or set of labels. Use Data Preview to browse for a field value, to search for
a field value, or to view data before selecting records to include in the report, graph, or set
of labels.
Tip: If the System Administrator hides fields with security, MP2 does not include these
hidden fields in reports, graphs, or labels.
Follow these steps when previewing report, graph, and label data.
1 Choose the report, graph, or set of labels for which to preview data. MP2 displays a
print dialog box.
2 Click Data Preview. MP2 displays the Data Preview form. Refer to this diagram
when navigating through Data Preview.

previous page

first page last page

next page

3 Click . MP2 returns to the print dialog box.

Previewing Reports and Labels

View reports and labels on the screen before printing them. Print Preview applies the sort
and filter, headings, and print characteristics to the report; therefore, you can view the
report exactly as it will appear in print.
Tip: If the System Administrator hides fields with security, MP2 does not include these
hidden fields in reports, graphs, or labels.
Follow these steps when previewing reports and labels.
1 Choose the report or set of labels to preview. MP2 displays a print dialog box.
2 Click Print Preview. MP2 displays the Print Preview form. Refer to this diagram
when navigating through Print Preview.

zoom in zoom page first page print close Print Preview current page and overflow
width next page next overflow page

zoom whole last page

page
zoom out previous page print to fit zoom percent previous overflow page

3 Click Close. MP2 returns to the print dialog box.

17 ! REPORTS, GRAPHS, AND LABELS 229

Changing the Printer
MP2 applies the default printer information you set up in Windows. Change printer
options, if necessary.
Follow these steps when changing the printer.
1 Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2 Click Printer/Page Setup. MP2 displays the Page Setup dialog box.
3 Click Printer Setup. MP2 displays the Print Setup dialog box.

4 Name—Select the printer with which to print the report, graph, or set of labels.

Printing Reports, Graphs, and Labels

Print reports, graphs, or labels to the specified printer.
Follow these steps when printing reports, graphs, and labels.
1 Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
Tip: When printing the Work Order Invoice or Call-in Request Invoice reports, MP2
displays a Report Setup form on which to specify the number of records to process
on each pass through the table.
2 Select Print as the destination, and then click OK. MP2 prints the report, graph, or set
of labels.

Exporting Reports, Graphs, and Labels

Export reports, graphs, or labels to these file types.

Export Format Export File Extension

Ascii comma delimited .CSV
Ascii tab delimited .TXT
Data Interchange Format . DIF

230 17 ! REPORTS, GRAPHS, AND LABELS

 Export Format Export File Extension
Dbase II, III, III+, IV .DBF
Excel 2.0, 3.0, 4.0 .XLS
Excel 5.0 (non-OLE 16- .XLS
bit version)
Lotus 1-2-3 2.x .WK1
Lotus 1-2-3 3.0 .WK3
Lotus 1-2-3 4.0, 5.0 .WK4
Quattro .WKQ
Symphony 1.0, 1.1 .WRK
†
Microsoft Access .MDB
† MP2 imposes the following restrictions on Microsoft Access exports.
! The File name entered is equivalent to a Microsoft Access database name, either existing or non-existing.
! The exported table name (Table) is the same as the Oracle table name and is inserted into the user-
selected Microsoft Access database (File name).
! You cannot export to a system-required Microsoft Access database, e.g., MP2SYS.MDB.

Follow these steps when exporting reports, graphs, and labels.

1 Choose the report, graph, or set of labels to export. MP2 displays a print dialog box.
2 Select Export as the destination, and then click OK. MP2 displays the Save As dialog
box.
3 Save in—Locate the directory to which to save the file.
4 File name—Enter a name for the file, excluding the extension.
5 Save as type—Select the file type.
6 Click OK. MP2 exports the file to the specified directory.
Tip: To reopen a report, click Open on any print dialog box or choose File | Open from the
menu bar.
To save a modified report with a different name, click Save As.

Emailing Reports, Graphs, and Labels

Email reports, graphs, and labels, using one of these email packages.
! cc:Mail
! Lotus Notes
! MS Exchange
! Internet (SMTP/POP3)

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 Follow these steps when emailing reports, graphs, and labels.
1 Choose the report, graph, or set of labels to email. MP2 displays a print dialog box.
2 Select Mail as the destination, and then click OK. MP2 displays the Mail Login
dialog box.

3 Profile Name—Enter your email login name.

4 Password—Enter your email login password.
Tip: To use the password each time you email a report, graph, or set of labels, select
Save Password.
5 Mail Systems—Select your electronic mail system.
6 Click OK. MP2 displays the Send Mail dialog box.
If the login name is not valid, MP2 displays an error message. Click OK. MP2
displays the Choose Profile dialog box. Click New to create a new profile. MP2
launches the Microsoft Inbox Setup Wizard. Complete the wizard, and then resume
these steps to email a report, graph, or set of labels.

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 7 Enter the following information, as necessary.

Page Procedure
Recipients Enter the recipient’s email address, and then click Add. MP2 adds
the address to the Recipient List.
Important: If you chose MS Exchange as your email system, click
Address, and then select the address to which to send
the report, graph, or set of labels.

Message Select the Priority of the email, and then enter a brief message to
accompany the report.
Attachments Select, from File Format, the format in which to email the report,
graph, or set of labels.
8 Click Send. MP2 emails the report, graph, or set of labels and any attached files to
the specified email address(es).

Opening Existing Reports, Graphs, and Labels

Customize and save reports, graphs, and labels and then open them as needed. Refer to
“Saving Files” in Chapter 2: Basics for information on saving reports, graphs, and labels.
Follow these steps when opening existing reports, graphs, and labels.
1 Choose File | Open from the menu bar. MP2 displays the Open dialog box showing
the current MP2 working directory.

Tip: Find the file by double-clicking next to the appropriate sub-directory, or find a file
in a different directory by clicking .
2 File name—Enter the name of the file to open.
3 Click Open. MP2 opens the specified file.

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Reports
This section contains procedures specific to reports, including selecting which fields to
include and customizing headers and footers. Additionally, this section includes a list of
all reports in MP2 with descriptions of each.

Selecting Report Fields

Select which fields to include in reports, and select the order in which to include them.
Follow these steps when selecting report fields.
1 Choose Reports from the menu bar, and then choose the report to print. MP2
displays a print dialog box.
2 Click the Fields tab. MP2 displays the Fields page.

Visible Fields lists all fields included on the report and Hidden Fields lists all fields
excluded.
Tip: For non-tabular reports, MP2 does not permit changing the order, width, or fonts of
fields.
3 Select the fields for the report. Refer to this table when selecting fields.

Function Procedure
Change fonts Click Change Font. MP2 displays the Font dialog box.
Select font characteristics, and then click OK.
Reorder fields Select the field from Visible Fields, and then click
either or to move the field up or down in the
order.

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 Function Procedure
Change widths Select the field from Visible Fields, and then click
Change Width. MP2 displays the Change Width dialog
box. Place the cursor over the dividing line of the field.
The cursor changes to . Drag right or left to
adjust the width of the field.
Remove fields Select the field from Visible Fields, and then click .
MP2 moves the field to Hidden Fields.

Customizing Report Headers and Footers

Customize the headers and footers on MP2 reports. By default, MP2 prints the report
name and facility name in the header and might print a note about the report in the footer.
Follow these steps when customizing report headers and footers.
1 Choose Reports from the menu bar, and then choose the report to print. MP2
displays a print dialog box.
2 Click the Header/Footer tab. MP2 displays the Header/Footer page.

Tip: To change the font of the header title, header subtitle, or footer, click Font.

3 Title—Enter the title of the report. MP2 prints the title in the header of each page.
4 Subtitle—Enter the subtitle of the report. MP2 prints the subtitle below the title in
the header.
5 Footer—Enter the footer for the report. MP2 prints the footer at the bottom of each
page.

17 ! REPORTS, GRAPHS, AND LABELS 235

Report List
Analyze maintenance information with MP2 reports. This section lists and describes
every MP2 report, categorized by report type.

Assets
Report Name Description
Assets Detailed asset information, including the asset type, type
description, location, and quantity for each asset.
Locations Asset locations.
Types Asset types and descriptions.
Numbers Asset numbers and types.
Counting Sheets Worksheet on which to record asset counts.
Adjustments Quantities adjusted when posting physical asset counts.

Equipment
Report Name Description
Equipment Report Basic equipment information, including the description,
(Simple List) serial number, equipment type, and location for each
equipment.
Equipment Report Detailed equipment information, including the manufacturer,
(Full List) vendor, spare parts, components, task information, safety
notes, user-defined fields, and nameplate information for
each equipment.
Locations Sub-locations, cost center, department, and general ledger
number for each location.
Equipment Drawings Equipment with attached multimedia files, including the path,
file name, and description of each multimedia file, and
whether you selected to attach this file to work orders.
Component Report Equipment families in outline form, including components
and component descriptions for each equipment.
Component Costs Cost information for each equipment family, grouped by the
parent equipment record. This report includes the labor
hours, labor cost, material cost, and total cost for each
equipment and component as well as grand totals for each
parent equipment record.
Spare Codes Master Spare parts information, grouped by spare-parts code. This
List report includes the description and quantity for each item.

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 Report Name Description
Equipment Spare Spare parts information, grouped by equipment. This report
Parts List includes the spare-parts code description, item number, item
description and quantity for each spare-parts code.
Nameplates Nameplate information for each equipment for the selected
equipment type.
When you choose this report, MP2 displays the Select an
Equipment Type dialog box. Select the equipment type for
which to generate the report, and then click OK.
Equipment Variables Variable information for each equipment for the selected
equipment type.
When you choose this report, MP2 displays the Select an
Equipment Type dialog box. Select the equipment type for
which to generate the report, and then click OK.
Work Order Cost Cost information for equipment on all open and closed work
Summary orders, grouped by work order type. This report includes the
number of work orders, employee labor hours, material cost,
employee labor cost, vendor cost, and total cost for each
equipment as well as grand totals for each of these values.
Service Contracts Service contract information, grouped by service code. This
report includes the service contract number, vendor ID,
contract expiration date, total payment, last payment date,
next due date, and the total amount paid for each equipment.
Equipment Meters Basic meter information, including the meter name, average
meter units per day, current meter reading, and unit of
measure for each equipment.
Meter History Equipment meter reading history, grouped by equipment.
This report includes the date and time entered, meter reading
value, and unit of measure for each meter name.
Maintenance Cost Labor, material, and total costs per meter name and per meter
per Meter Unit unit for each equipment.
When you choose this report, MP2 displays the Maintenance
Cost per Meter Unit dialog box. Enter the date range between
which to include records, and then click OK.
Assets Costs for equipment assets, including the asset number,
replacement cost, original cost, material cost, labor cost,
current value, and annual depreciation for each equipment.
Equipment Types Equipment types and descriptions.
Departments Departments and descriptions.
Cost Centers Cost centers and descriptions.

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 Report Name Description
General Ledgers General ledger numbers and descriptions.
Activity on History of all work orders created for equipment requiring
Equipment special handling.
Requiring Special
Handling

Inventory
Report Name Description
Inventory Standard Basic inventory item information, including the type,
manufacturer, average unit cost, unit of measure, reorder
quantity, reorder method, location, and quantity on hand for
each item.
Vendors Basic vendor information, including the vendor type
(Supplier, Contractor, or OEM/Mfg) and notes for each
vendor.
Manufacturers Basic manufacturer information, including the type and notes
for each manufacturer.
Stock Level Basic stock information. This report includes the type,
Summary account code, description, quantity on hand, average unit
cost, and total cost for each item.
Stock Level Stock information and cumulative totals. This report includes
Summary with the last received date, quantity on hand, and total cost for
Cumulative Total each item.
Stock Level Detail Detailed stock information, including the type, account code,
average unit cost, location, quantity on hand, and total cost
for each item.
Stock Level Min/Max Min/Max reordering information, including the average unit
cost, quantity on hand, minimum stock level, maximum stock
level, quantity on order, reorder point, reorder quantity, and
total cost for each item.
Physical Inventory Worksheet on which to record inventory counts.
Counting Sheets
In-transit Receiving Worksheet on which to record the actual quantities received.
Worksheet
Physical Inventory Quantities adjusted when posting physical inventory counts.
Adjustment This report lists the old and new quantities for each modified
record.
Item Reserved by Inventory items reserved for work orders, including the work
Work Order order number and quantity reserved for each item.

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 Report Name Description
Inventory Type Inventory types and descriptions.
Item Labels Labels for inventory items.
Suppliers for Each Vendor ID, vendor name, unit cost, vendor’s item number,
Item minimum order quantity, unit of purchase, lead time, and
contract information for each item.
Supplied by Vendors Grouped by vendor, this report includes the unit cost,
quantity per unit of purchase, minimum order quantity,
blanket purchase order number, vendor’s item number, unit
of purchase, lead time, and contract information for each
item.
Item Drawings Inventory items with attached multimedia files, including the
path, file name, and description of each multimedia file.
Payment Terms Payment terms and descriptions.
Status Status information, including the quantity on hand, adjusted
unit cost, quantity reserved, quantity on order, reorder
method, reorder quantity, and value on hand for each item.
Units of Measure and Units and descriptions.
Purchase
Stock Movement Inventory transactions, grouped by item number. This report
includes the location, quantity moved, unit cost, reason for
movement, transaction type, date and time of the transaction,
issue to and charge to information, and extended cost.
Usages Quantity on hand, unit cost, quantity on order, quantity and
value for the previous year, quantity and value for the current
year-to-date, and value on hand for each item.
Issues and Receipts Current quantities, including the quantity on hand, quantity
received per unit of purchase, quantity issued, and quantity
adjusted for each item.
N - Usage Inventory items issued (used) a specified number of times
(N) or less during a certain period of time, including the
quantity on hand, quantity issued, total issue cost, and total
value on hand.
Set up a filter on the Select page of the print dialog box to
specify the number of issues and/or time period. Refer to
“Selecting Records” earlier in this chapter.

17 ! REPORTS, GRAPHS, AND LABELS 239

 Report Name Description
Where Used Equipment and/or locations for which employees used
inventory items and the maximum number of items issued in
a single checkout.
Forecasting Forecast future inventory usage by viewing the monthly
usage history for a one-year period.
When you choose this report, MP2 displays the Forecasting
dialog box. Enter the starting date for the report, and click
OK.

Labor
Report Name Description
Employees Employee information, including craft, class, shift, hire date,
and raise date for each employee.
Employee Training Training information, grouped by employee. This report
includes the course description, the purpose of the training,
the hours and/or units earned, the cost, and whether the
employee completed the course.
Employee Attendance history, grouped by employee/attendance code,
Attendance including sick, vacation, overtime, and other exceptions to
the normal working hours.
Attendance Codes Attendance codes and descriptions.
Craft Codes Craft codes and descriptions.
Employee Total estimated hours, total hours worked, and productivity
Productivity percentage for each employee.
Craft Productivity Total estimated hours, total hours worked, and productivity
percentage for each craft.

Purchasing
Report Name Description
Purchasing Item Ordering information, grouped by item. This report includes
Journal the number of inventory items to be ordered (based on the
current stock level and the number of items reserved by work
orders), unit cost, unit of purchase, total cost, and vendor
information for each item.
Blanket PO List Blanket purchase order information, grouped by vendor. This
report includes the blanket purchase order number,
description, release number, and item information for each
vendor.

240 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Purchasing Item List Items currently on requisitions or purchase orders, including
the quantity requested, unit cost, unit of purchase, total cost,
purchase order number, release number, requisition number,
and vendor information for each item.
Item Purchasing Purchasing history information, grouped by item, purchase
History order number, and release number. This report includes the
purchase order status, item type, requisition number, quantity
requested, and all receiving information.
Requisition Status Status and approval information for each requisition.
List
Purchase Order Status information, grouped by purchase order number. This
Status report includes the quantity requested, quantity received, unit
cost, backorder quantity, and extended cost for each item.
Line Item Status History of changes to item status, including the date/time the
Audit History change occurred, user ID of the individual who made the
change, type of change, item number, requisition number,
purchase order number, and item status.
Purchasing Total costs committed on purchasing orders and requisitions
Commitment for a certain period of time.
When you choose this report, MP2 displays the Confirm
dialog box asking whether to include approved requisitions
in the calculation. Click Yes to include totals from approved
requisitions along with totals for purchase orders.
Purchasing History Cost information for closed purchase orders, grouped by
Cost purchase order number, release number, and close date. This
report includes the account number, quantity received, and
total cost for each item.
Purchase Order Request and receiving totals for closed purchase orders,
History grouped by purchase order number, release number, and
close date. This report includes the quantity requested, total
quantity received, unit cost, total cost of requested quantities,
and total cost of received quantities for each item.
Number of Receipts Basic receiving information for closed purchase orders,
including the inventory type, date first received, date last
received, total quantity received, number of receipts, average
quantity received per month, and average receipts per month
for each item.
When you choose this report, MP2 displays the Number of
Receipts by Item dialog box. Enter the date range between
which to include records, and then click OK.

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 Report Name Description
Detailed Receipts Detailed receiving information grouped by purchase order
number and release number. This report includes the date
and time received, Issue To information, transaction type,
Charge To information, quantity received, average unit cost,
stock locations, work order locations, and the user ID of the
individual creating the transaction for each line item.
Receiver Reprint Reprint of selected receivers.
When you choose this report, MP2 displays the Select
Receiver Numbers dialog box. Specify whether to select
information from open or closed purchase orders, enter the
starting and ending receiver numbers to print, and then click
OK.
Receiver Summary Summary of generated receivers, grouped by receiver
number. This report includes the vendor information,
purchase order number, release number, date received,
quantity received, adjusted unit cost, and total cost for each
item.
Return Status Detailed return information, including the purchase order
number, release number, sequence number, receipt number,
close date, quantity received, quantity returned, date
returned, unit cost, invoice number, transaction date/time,
and Return From information for each line item returned.
Return Summary Summary of return information, grouped by receiver number.
This report includes the purchase order number, release
number, quantity returned, adjusted unit cost, return total
cost, date returned, unit of purchase, and vendor information
for each line item returned.
Return Reprint Reprint of selected returns.
When you choose this report, MP2 displays the Select
Receiver Numbers dialog box. Specify whether to select
information from open or closed purchase orders, enter the
starting and ending receiver numbers to print, and then click
OK.
Number of Returns Basic return information for closed purchase orders,
including the inventory type, unit of measure, date of the first
return, date of the last return, quantity returned, number of
returns, average quantity returned per month, and average
returns per month for each item.
When you choose this report, MP2 displays the Number of
Returns dialog box. Enter the date range between which to
include records, and then click OK.

242 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Vendor Performance Performance information, including the number of orders,
average number of days late, and average number of days
early for each vendor.
When you choose this report, MP2 displays the Select
Purchase Orders dialog box. Select to include open and/or
closed purchase orders in the report, and then click OK.
Details Detailed item purchasing history summary, including the date
received, quantity received, total cost, vendor information,
account code, account description, and inventory type for
each item.
Account Code Total received costs for each account code.
Summary
Inventory Type Total received costs for each inventory type.
Summary
Vendor Summary Total received cost for each vendor.
Purchase Order Revisions to purchase orders in purchase order format.
Revisions

Scheduling
Report Name Description
Site Scheduling Exceptions to the normal site working days.
Exceptions
Employee Schedule Daily, weekly, or monthly schedule for the employee. This
report includes the craft, shift, and utilization percentage for
the employee and the location and estimated hours for each
equipment.
When you choose this report, MP2 displays the Report Type
dialog box. Select to create a daily, weekly, or monthly
report, and then click OK. MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Employee Scheduling Exceptions to the employee’s normal working hours,
Exceptions including the date, attendance code, reduced hours, and
increased hours for each exception.

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 Report Name Description
Daily Craft Schedule Daily schedule for a specific date or range of dates. Report
up to three months of daily schedules. This report includes
available craft hours, scheduled craft hours, utilization
percentage, and excess or shortage hours for each craft.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Weekly Craft Weekly schedule for a specific range of dates. This report
Schedule includes available craft hours, scheduled craft hours,
utilization percentage, excess or shortage hours, weekly
totals, and grand totals for each craft.
Production Schedule Downtime information, including the date and time you will
take the equipment down, the date and time you will bring
equipment back up, and the reason for outage.

Statistical Predictive Maintenance

Report Name Description
Out of Limit Grouped by equipment, variables that currently exceed or fall
Variables below the specified limit.
When you choose this report, MP2 displays a message asking
whether to include only information that is out of limits.
Variable Description Variable descriptions, including the measurement,
measurement description, unit, mean, and standard deviation
for each equipment.
Variable Readings Variable readings, grouped by equipment. This report
includes the date, time, numeric and/or text reading, and
work order number for each reading.

Tasks
Report Name Description
Tasks (Simple List) Basic task information, grouped by task. This report includes
the location, next due date, last performed date, task
duration, and task frequency for each equipment.
Tasks (Full List) Detailed task information, including craft information,
equipment/location information, required parts, and task
instructions.
Required Parts Required parts, including the item number, item description,
quantity, and unit of measure for each task.

244 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Instructions Task instructions, including the date last edited and
instructions for each instruction code.
Instructions (One per Task instructions, including the date last edited and
Page) instructions for each instruction code (one per page).
Shadowing Shadowing information, including the equipment number,
equipment description, shadowed task, and shadowed task
description for each task.
Tasks Requiring Tasks that require equipment to be down when employees
Downtime perform the task. This report includes the equipment number,
equipment description, operating status, next due date, and
downtime duration for each task.
Projected Equipment Estimated downtime for equipment on which you perform
Downtime maintenance.
When you choose this report, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and the grouping, and then click OK.

Work Requests
Report Name Description
Tenant Basic tenant information, including the exact location for
maintenance work and contact information for each tenant.
Tenant Summary Cost summary, grouped by tenant. This report includes the
number of requests, labor hours, employee labor cost,
contract labor cost, material cost, and total cost for each
requested service.
When you choose this report, MP2 displays the Tenant
Summary dialog box. Select to include open and/or closed
requests in the report, and then click OK.
Tenant Detail Cost summary, grouped by tenant. This report includes the
priority, labor hours, employee labor cost, contract labor
cost, material cost, and total cost for each requested service.
When you choose this report, MP2 displays the Tenant
Detail dialog box. Select to include open and/or closed
requests in the report, and then click OK.

17 ! REPORTS, GRAPHS, AND LABELS 245

 Report Name Description
Requested Service Cost summary, grouped by requested service. This report
Summary includes the priority, number of requests, labor hours,
employee labor cost, contract labor cost, material cost, and
total.
When you choose this report, MP2 displays the Requested
Service Summary dialog box. Select to include open and/or
closed requests in the report, and then click OK.
Call-in Requests Work orders submitted as call-in requests.
Call-in Request Submitted call-in requests, including the requested service,
(Simple List) request date/time, requester (tenant), authorized caller,
location, priority, and status of each work order.
When you choose this report, MP2 displays the Call-in
Request (Simple List) dialog box. Select to include open
and/or closed requests in the report, and then click OK.
Completed Call-in Work orders submitted as call-in requests and closed to
Requests history.
Call-in Request Average response time, grouped by tenant/requested service.
Average Response This report includes the priority, response time in hours, and
Time number of calls for each tenant/requested service.
Response Time (Hours) = Scheduled Start Date/Time -
Request Date/Time
No. of Calls = number of calls per tenant and requested
service
These calculations are based on closed work orders.
Call-in Request Time Response and process times, grouped by tenant. This report
Detail includes the requested service, description, response time,
process time, and total time for each closed request.
Call-in Request Invoice for each call-in request, including the starting
Invoice date/time, completion date/time, comments, labor
information, and parts information for each request.
Call-in Request Craft and labor information for each call-in request,
Labor including costs.
When you choose this report, MP2 displays the Call-in
Request Labor dialog box. Select to include open and/or
closed requests in the report, and then click OK.

246 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Call-in Request Parts Parts information, grouped by tenant. This report includes
the requested service, item number, item description,
quantity, average unit cost, and total cost for each request.
When you choose this report, MP2 displays the Call-in
Request Parts dialog box. Select to include open and/or
closed requests in the report, and then click OK.
Call-in Request Comments for each call-in request.
Comments
When you choose this report, MP2 displays the Call-in
Request Comments dialog box. Select to include open and/or
closed requests in the report, and then click OK.
Call-in Requests Summary of call-in request information, grouped by craft.
Craft Summary This report includes the number of requests, labor hours, and
labor cost for each requested service.
When you choose this report, MP2 displays the Craft
Summary for Call-in Requests dialog box. Select to include
open and/or closed requests in the report, and then click OK.
Call-in Requests Choose one of these reports from Work Requests | Call-in
Location Summary Request Location Summary.
! Group by Location
! Group by Sub-location 1
! Group by Sub-location 2
! Group by Sub-location 3
Cost summary, grouped by location, sub-location 1, sub-
location 2, or sub-location 3. This report includes the number
of requests, labor hours, employee labor cost, contract labor
cost, material cost, and total cost for each requested service.
When you choose this report, MP2 displays the Location
Summary for Call-in Requests dialog box. Select to include
open and/or closed requests in the report, and then click OK.

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 Report Name Description
Call-in Request Choose one of these reports from Work Requests | Call-in
Location Detail Request Location Detail.
! Group by Location
! Group by Sub-location 1
! Group by Sub-location 2
! Group by Sub-location 3
Cost summary, grouped by location, sub-location 1, sub-
location 2, or sub-location 3. This report includes the
priority, labor hours, employee labor cost, contract labor
cost, material cost, and total cost for each requested service.
When you choose this report, MP2 displays the Location
Detail for Call-in Requests dialog box. Select to include open
and/or closed requests in the report, and then click OK.
On-site Requests Basic on-site request information, grouped by request
number/request date. This report includes the approve
date/time, individual requesting the work, individual assigned
to the work, starting date, task description, equipment
number, equipment description, location, and comments.

Work Orders
Report Name Description
Work Order Basic work order information, including the task number,
Summary Simple task description, work order type, status, scheduled start date,
scheduled finish date, priority, equipment number, craft, and
estimated labor hours for each work order (open or closed).
Tip: To create a report for all current work orders, enter
selection criteria of ‘Status is not equal to Closed.’

Work Order Detailed information for current work orders, including the
Summary task number, scheduling information, equipment information,
Comprehensive labor information, parts, and comments for each work order.
When you choose this report, MP2 displays a message asking
whether to refresh work priority of all work orders before
printing. Click Yes for MP2 to recalculate the Work
Priority of each work order based on today’s date. MP2
displays the Work Order Comprehensive Selection dialog
box. Select options for the report, and then click OK.

248 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Work Order Detailed information for current work orders, including the
Summary task number, scheduling information, cost information,
Comprehensive with equipment information, labor information, parts, and
Cost comments for each work order.
When you choose this report, MP2 displays a message asking
whether to refresh work priority of all work orders before
printing. Click Yes for MP2 to recalculate the Work
Priority of each work order based on today’s date. MP2
displays the Work Order Comprehensive Selection dialog
box. Select options for the report, and then click OK.
Craft Grouped by craft, the number of requests, total labor hours,
and labor cost for each task.
Pick Lists List of inventory items required for work orders.
To print a pick list, first select Pick List on the work order
record. When you create this report, MP2 includes all work
orders for which you have selected Pick List.
History Detailed information for closed work orders, including the
Comprehensive task number, scheduling information, equipment information,
labor information, parts, and comments for each work order.
MP2 displays the Work Order Comprehensive Selection
dialog box. Select options for the report, and then click OK.
History Detailed information for closed work orders, including the
Comprehensive with task number, scheduling information, cost information,
Cost equipment information, labor information, parts, and
comments for each work order.
MP2 displays the Work Order Comprehensive Selection
dialog box. Select options for the report, and then click OK.
Work Order Weekly Number of closed work orders for each week of the specified
Summary month and year for each work order type.
MP2 displays the Select Month and Year dialog box. Select a
month and year for the report, and then click OK.
Mean Time between Failure information, grouped by equipment and work order
Work Orders type. This report includes the number of work orders, mean
time between failure, mean time to repair, failure date, days
from last failure, repair date, and days to repair.

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 Report Name Description
Inventory Usage Quantities and costs of inventory items used for maintenance
work for 6 months, beginning with the specified month.
When you choose this report, MP2 displays the Work Order
Inventory Usage dialog box. Specify the starting date, select
a group by which to sort the report, and then click OK.
Work Order Response times for all closed work orders, including close
Response Time with date, task information, response time (days, hours, minutes),
Equipment and equipment information for each work order.
Work Order Response times for all closed work orders, including close
Response Time with date, task information, response time (days, hours, minutes),
Comments equipment information, and comments for each work order.
Work Orders Work orders that were completed under warranty. This report
Performed by includes the equipment number, work order number,
Warranty comments, labor information, required parts, labor costs, and
material costs.
Work Order Backlog Summary of labor and equipment information for overdue
tasks and work orders. This report includes the estimated
hours, crew size, hours worked, hours remaining, starting
date, equipment, and location for each task.
MP2 considers work orders overdue if they are open and
have a Scheduled Finish Date previous to the specified date.
MP2 considers tasks overdue if you have not generated them
by the specified date.
When you choose this report, MP2 displays the Backlog
Date dialog box. Specify the date to consider as backlogged,
and then click OK.
Craft Backlog Compares the estimated number of crew hours with the
actual number of hours already logged for each task/work
order.
When you choose this report, MP2 displays the Backlog
Date dialog box. Specify the date to consider as backlogged,
and then click OK.
Aging Report Number of work orders per work order type that are 1-10,
11-30, 31-60, 61-90, or over 90 days overdue.

250 17 ! REPORTS, GRAPHS, AND LABELS

 Report Name Description
Statistics Statistical backlog information, including the number of
work orders (1) backlogged at the specified starting date, (2)
scheduled to begin within the date range, (3) backlogged at
the specified starting date but completed within the date
range, and (4) scheduled to begin within the date range and
completed within the date range.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Slack Time Number of hours for a specified time period that each
employee did not work.
Slack Hours = Total Available Hours – Total Hours
Worked
Total Available Hours = Total Scheduled Hours (Normal
Working Hours – days the facility is closed) + Increased
hours – Reduced hours
Total Hours Worked = Regular Hours + Overtime Hours
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Projection Projected estimates for work orders, grouped by week,
month, or summarized (no grouping by time span).
When you choose this report, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and the grouping, and then click OK.
Work Order Types Work order types and descriptions.
Expense Classes Expense classes and descriptions.
Projects Project information including project tasks, starting and
ending dates, work order type, and task name.
Invoices Invoice for current and closed call-in requests and closed
work orders, including the starting date/time, completion
date/time, comments, labor information, and parts
information for each request.
Work Order On- Summary of on-time work order statistics by craft, including
Time Delivery by craft, number of scheduled work orders, number of work
Craft (Summary) orders delivered on time, percentage of work orders
delivered on time.

17 ! REPORTS, GRAPHS, AND LABELS 251

 Report Name Description
Work Order On- Detailed report of on-time work order statistics by craft,
Time Delivery by including craft, work order number, task description,
Craft (Details) scheduled start date, scheduled finish date, completion date,
and status.
Work Order On- Complete report of on-time work order statistics by craft.
Time Delivery by
Craft (Complete)
Work Order On- Summary of on-time work order statistics by employee,
Time Delivery by including employee, number of scheduled work orders,
Employee (Summary) number of work orders delivered on time, and percentage of
work orders delivered on time.
Work Order On- Detailed report of on-time work order statistics by employee,
Time Delivery by including employee, work order number, task description,
Employee (Details) scheduled start and finish dates, completion date, and status.
Work Order On- Complete report of on-time work order statistics by
Time Delivery by employee.
Employee (Complete)

Graphs
This section contains procedures specific to graphs, including selecting the graph type,
specifying certain options, customizing titles, and previewing graphs. Additionally, this
section includes a list of all graphs in MP2 with descriptions of each.

Selecting the Graph Type

Select the type of graph to print.
Follow these steps when selecting the graph type.
1 Choose Graphs from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2 Click the Gallery tab. MP2 displays the Gallery page.

252 17 ! REPORTS, GRAPHS, AND LABELS

 3 Select the type of graph to print, and then select whether to print the graph in 2D or
in 3D.

Specifying Graph Options and Titles

Specify options for displaying graphs, and specify titles to print on the graph.
Follow these steps when specifying graph options and titles.
1 Choose Graph from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2 Click the Options/Titles tab. MP2 displays the Options/Titles page.

3 Display—Select one or more of these options.

4 Top, Left, Right, and Bottom—Enter the text to print in each of the areas.
Tip: To change the font of each title, click Font.

17 ! REPORTS, GRAPHS, AND LABELS 253

Previewing Graphs
View graphs in their final form on the screen before printing them. Print Preview applies
the specified characteristics to the graph.
Follow these steps when previewing graphs.
1 Choose Graphs from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2 Click Print Preview. MP2 displays the Print Preview form. Refer to this diagram
when navigating through Print Preview.

copy graph change color show/hide series legend change text fonts

print
graph 2D/3D magnify horizontal grid

show/hide
cut z-clustered series edit titles
legend

change graph type rotate vertical grid tools

3 Click . MP2 returns to the print dialog box.

Graph List
Analyze maintenance information with MP2 graphs. Print graphs, view them on screen,
export them to file, or email them. This section lists and describes every MP2 graph,
categorized by graph type.

Scheduling
Graph Name Description
Craft Utilization Average utilization percentage for each craft during a
specified date range.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify the date range for the graph.
Employee Utilization Average utilization percentage for each employee during a
specified date range.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify the date range for the graph.

254 17 ! REPORTS, GRAPHS, AND LABELS

 Statistical Predictive Maintenance
Graph Name Description
Numeric Information Readings taken from equipment and any additional analysis
information that has been established.
When you choose this graph, MP2 displays the Select a
Measurement to Graph dialog box. Select a measurement
from the displayed list and specify a date range for which to
graph data.
Text Information Occurrences of text values for the equipment. For instance,
if you are using low, medium, and high for data values, this
graph displays the number of occurrences found of low,
medium, or high values.
When you choose this graph, MP2 displays the Select a
Measurement to Graph dialog box. Select a measurement
from the displayed list and specify a date range for which to
graph data.

Work Requests
Graph Name Description
Total Cost Total costs of works requests. Select to group this graph by
tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
Material Cost Material costs (cost of inventory parts) of work requests.
Select to group this graph by tenant, location, sub-location
1, sub-location 2, sub-location 3, requested service, month
completed, priority, or completion date.
Labor Cost Labor costs of work requests. Select to group this graph by
tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
Labor Hours Labor hours used in work requests. Select to group this
graph by tenant, location, sub-location 1, sub-location 2,
sub-location 3, requested service, month completed,
priority, or completion date.

17 ! REPORTS, GRAPHS, AND LABELS 255

 Graph Name Description
Number of Call-in Number of call-in requests. Select to group this graph by
Requests tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
Response Time Response times of work requests. MP2 calculates response
time by subtracting the time an employee receives the
request from the time it is first entered into MP2. Select to
group this graph by tenant, location, sub-location 1, sub-
location 2, sub-location 3, requested service, month
completed, priority, or completion date.

Work Orders
Graph Name Description
Projection Projected number of craft labor hours required to complete
work orders, grouped by week and month or summarized
(no grouping by time span).
When you choose this graph, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and whether to group by Week, Month, or Summary.
Craft Backlog Compares the estimated number of craft labor hours
required to complete overdue tasks or work orders to the
actual number of hours already logged for these tasks and
work orders.
When you choose this graph, MP2 displays the Backlog
Date dialog box. Specify the date to consider as
backlogged.

Work Order Analysis and Inventory Analysis

Graph Name Description
Work Order Analysis Analysis of work order information, according to four
analysis measures: Pareto, Time Series, Categorical, and
Histogram. Refer to “Work Order Analysis and Inventory
Analysis Graphs” later in this chapter.
Inventory Analysis Analysis of inventory information, according to four
analysis measures: Pareto, Time Series, Categorical, and
Histogram. Refer to “Work Order Analysis and Inventory
Analysis Graphs” later in this chapter.

256 17 ! REPORTS, GRAPHS, AND LABELS

Labels
This section contains procedures specific to labels, including modifying layouts, selecting
formats, and customizing dimensions.

Modifying Label Layouts

Modify the layout of labels, including adding or deleting fields and adding text.
Follow these steps when modifying label layouts.
1 Choose one of these options from the menu bar.
! Activities | Inventory | Item Labels
! Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2 Click the Layout tab. MP2 displays the Layout page.

MP2 displays the default label layout in Prototype Label.

3 Modify the layout. Refer to this table when modifying the label layout.

Function Procedure
Add fields Place the cursor, under Prototype Label, in the
location in which to add the field. Select the field from
Available Fields, and then click .
Add text Place the cursor, under Prototype Label, in the
location in which to add text, and then enter the text
directly in the box.
Delete fields or text Select the field/text in Prototype Label, and then press
DELETE.
Tip: To change the font of the label, click Change Font.

17 ! REPORTS, GRAPHS, AND LABELS 257

Selecting Label Formats
Select from several pre-defined label formats.
Follow these steps when selecting label formats.
1 Choose one of these options from the menu bar.
! Activities | Inventory | Item Labels
! Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2 Click the Format tab. MP2 displays the Format page.

3 Product No.—Select the label format.

4 Unit of Measure—Select the appropriate unit of measure.
5 Print Type—Select to print a single sheet of labels or continuous labels, depending
on your labels and printer.
6 Number of Duplicates—Enter the number of similar labels to print on one page.

Customizing Label Dimensions

Manually specify label dimensions if MP2 does not list the needed label format.
Follow these steps when customizing label dimensions.
1 Choose one of these options from the menu bar.
! Activities | Inventory | Item Labels
! Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2 Click the Custom tab. MP2 displays the Custom page.

258 17 ! REPORTS, GRAPHS, AND LABELS

 3 Page Margins—Enter the top and left margins for the page of labels.
4 Label Margins—Enter the top and left margins for the individual labels.
5 Label Dimensions—Enter the height and width of the individual labels.
6 Spacing—Enter the horizontal and vertical spacing between the individual labels.
7 Number—Enter the number of labels per row (Across) and per column (Down).

Work Order Analysis and Inventory Analysis Graphs

Create and print reports and graphs that analyze your work order and inventory
information according to four common analysis measures: Pareto, Time Series,
Histogram, and Categorical.

Analysis Types
These examples demonstrate how to analyze information with Pareto, Time Series,
Categorical, and Histogram reports and graphs.
! Pareto reports and graphs might show that you completed 80% of all work orders for
only 20% of defined RFO categories.
! Time series reports and graphs might show the number of labor hours that each craft
worked each month for the year.
! Categorical reports and graphs might show the total cost of maintenance by
equipment type.
! Histogram reports and graphs might show the number of work orders created within
10 total labor cost ranges.

17 ! REPORTS, GRAPHS, AND LABELS 259

 Pareto
Pareto graphs display the percentage of data values that data groups extend or use. The
graph begins with the most significant data group and ends with the least significant data
group, showing which data groups influence the expenditure of a resource (such as hours,
cost, or number of work orders) the most. The larger the slope of the graph, the more
significant the data group. In most instances, a small number of groups use most of the
resources.
To analyze a pareto graph, locate the point where the graph line intersects the 80% mark
on the y-axis, and then extend a line down vertically from that point to the x-axis. The
data groups on and to the left of the vertical line use 80% of the resource. Pay most
attention to these groups to control the use of the resource. The leftmost group expends
the most resources and the rightmost expends the least.
In the sample pareto graph below, the x-axis meeting the 80% mark of the y-axis indicates
that the facility expends the most material cost for the PLANT and ADMIN cost centers.
Tip: Double-click on a graph point to display the exact y-axis value for the point.

Time Series
Time series reports and graphs display one or more values over a time period. In a time
series graph, the x-axis depicts time and the y-axis depicts a numeric value for a data
group.
In the sample time series graph below, the graph defines each selected data group in the
legend with lines of different colors.
Tip: Double-click on a graph point to display the exact y-axis value for the point.

260 17 ! REPORTS, GRAPHS, AND LABELS

 Categorical
Categorical reports and graphs show total values per group for a given time period. In a
categorical graph, one axis shows the data group names and the other axis shows numeric
values for those groups.
The sample categorical graph below displays all selected general ledger numbers on the
y-axis and total costs on the x-axis.
Tip: Double-click on a row to display the exact x-axis value for the row.

17 ! REPORTS, GRAPHS, AND LABELS 261

 Histogram
Histograms display the number of occurrences per 1/10th of a data range. MP2 divides
the total value of a specified data group for a specified time period into tenths and
calculates the number of work orders that fit into each tenth.
MP2 arranges the numeric values on the x-axis, indicating each incremented tenth of the
value. For example, a histogram showing standard hours for the previous month displays
standard hours along the x-axis. MP2 arranges the number of work orders fitting into each
tenth on the y-axis.
The sample histogram below displays a range of the minimum and maximum values for
quantity on hand. Each point on the x-axis represents a range of the quantity on hand. For
example, the high end of the first range is 34.50 and the high end of the second range is
67.00. MP2 displays, on the y-axis, the number of items for which the quantity on hand
falls into each range. For example, the graph below indicates that 24 items have a quantity
on hand that is between 2 and 34.50.
Tip: Double-click on a column to display the exact y-axis value for the column.

Creating Inventory Analysis and Work Order Analysis Graphs

Analyze inventory and work order data with inventory analysis and work order analysis
reports and graphs.
Follow these steps when creating inventory analysis and work order analysis graphs.
1 Choose one of these options.
! Analyze inventory—Choose Graphs | Inventory Analysis from the menu bar.
! Analyze work orders—Choose Graphs | Work Order Analysis from the menu
bar.

262 17 ! REPORTS, GRAPHS, AND LABELS

 MP2 displays either the Inventory Analysis or the Work Order Analysis dialog box.

2 Analysis Method—Select to create a Categorical, Histogram, Pareto, or Time

Series analysis.
MP2 alters the options in the dialog box, according to the selection. If you select
Categorical or Time Series, then specify to include statistical information in the
analysis under Include These Statistics. If you select Time Series, choose to group
the analysis by Day, Week, Month, or Year.
3 Value to Calculate—Select the value by which to calculate the analysis.
4 Group By—Select the value by which to group the analysis.
5 Starting Date and Ending Date—Enter the dates between which to include records
for the analysis.
6 Click Select Warehouses. MP2 displays the Select Warehouses dialog box.
7 Select the warehouse(s) for which to create an analysis, and then click OK.
8 Display As—Select to display the analysis as a Graph or as a Report.
9 Click OK. MP2 generates the report or graph.
Tip: To save the analysis criteria for later use, enter a name for the current analysis in
Report/Graph Name, and then click Save. MP2 saves the criteria.
To save a modified analysis by another name, click Save As.

17 ! REPORTS, GRAPHS, AND LABELS 263

APPENDIX A:
FIELD DEFINITIONS

Field Form/Dialog Box Definition

% of Budget Budget Percentage over or under budget, calculated with this
formula.
Actual / Budgeted X 100%
A percentage < 100 indicates that you are within your
budget. A percentage > 100 indicates that you have overrun
the budget.
% of Total ABC Analysis Percentage cut-off point for “A,” “B,” and “C” items. MP2
Inventory Value defaults to 75% for “A” items, 20% for “B” items, and 5%
for “C” items.
You may adjust the slider to represent the “A,” “B,” and
“C” percentage cut-off points.
2D graph print Select to print/display the graph as 2 dimensional.
3D graph print Select to print/display the graph as 3 dimensional.
ABC Class Inventory Specifies how ABC Analysis classified this item. Change
the classification for reporting purposes, if necessary.
Account Code Many Account code assigned to the item or the account code to
charge for a check-out, return, or stock adjustment.
For Account Codes, a site’s accounting department typically
pre-defines the account codes and tracks purchasing costs
with them.
Account No. Many Account number for the requisition. MP2 stores account
numbers for your reference.
Accumulated Sick Employees Number of unused sick hours. MP2 subtracts, from this
Hours total, all SICK entries on the Timekeeping form.

265
Field Form/Dialog Box Definition
Accumulated Employees Number of unused vacation hours. MP2 subtracts, from this
Vacation Hours total, all VAC entries on the Timekeeping form.
Across label print The number of labels MP2 prints across each sheet of labels
(columns).
Active Projects Indicates whether you are currently working on this project.
Actual Budget Actual labor and material costs for the month. Click Update
Actual Cost to update the costs from closed work orders.
Actual Duration Equipment Number of days the work order had a status of Open;
(days) typically the number of days employees worked on the work
Work Order order.
History
Actual/ Estimated Costs for WO No. Percentage of the Estimated Cost that the work order
(%) actually cost.
Actual Labor Hours Productivity for Actual number of hours employees worked on the work
WO order.
Address Many Post office address of the site, vendor, manufacturer,
employee, or tenant, as applicable.
Address 1
Address 2
Address 3
Add to Current Update Meter Enter the value that you want to add to the Current Meter
Meter Reading Reading Reading to accurately display the actual meter reading.
Adjusted Unit Cost Many Unit cost applied to the purchase, including shipping, tax, or
miscellaneous charges.
All Page Setup Select to print all pages of the report, graph, or labels.
Allocated Hours Labor Pool All craft hours currently required by due and open work
orders.
Amount Limit Vendors Dollar amount that line items on the blanket purchase order
cannot exceed.
Amount Paid Purchase Order Total payment made to the vendor to date.
Revisions
Purchase Orders
Purchasing History
Amount Received Purchase Order Total cost of all received line items for this purchase order.
Revisions
Purchase Orders
Purchasing History
And Many Enter the second value by which to filter the form, report, or
generation. MP2 activates this option if you select is
between or is not between from Operator .

266 FIELD DEFINITIONS

Field Form/Dialog Box Definition
And (radio button) Filter After clicking Next to add more conditions to the filter or
selection criteria, select And to specify that both conditions
graph print
must be met.
label print
For example, if Site is equal to ATLANTA and
report print Priority is equal to 3, MP2 includes only records with
Atlanta as the site and 3 as the priority.
Annual Asset Value MP2 calculates annual depreciation as follows.
Depreciation
Annual Depreciation = Original Cost / (Life (mos.) / 12)
Enter the original cost and life on the Financial Data page of
the Equipment form.
Application New Button Select to create a button for a separate software application.
Approval Date Purchasing History Date the purchase order was approved.
Approval Status Item Status The current approval status for the requisition.
Requisitions Not Approved—You have not yet approved the requisition.
Pre-approved 1, 2, or 3—You have pre-approved the
requisition for ordering. Three employees may pre-approve
the requisition, if necessary.
Approved—You have approved the requisition for
ordering. You may generate purchase orders for approved
requisitions.
For Requisitions, you may change this field if you have
sufficient purchasing security rights.
Approve Date On-site Request Date the on-site request was approved and released as a
History work order. If you delete an on-site request record from the
On-site Requests form before approving it, MP2 saves it in
On-site Request History with an approve date of 01/02/00.
Approved By Item Status For Requisitions-Approval, the employee code of the
employee who changed the requisition status to Approved.
Purchasing History
For Purchasing History-Requisition Information, the
Requisitions approval information which MP2 obtained from the original
requisition. MP2 displays this information for reference,
tracking, and reporting purposes.
Approve Time On-site Request Time the on-site request was approved and released as a
History work order.
Ascending Generate Work Select to sort in alphabetical or numerical order, A
Orders preceding B, 1 preceding 2, etc.
graph print
label print
report print

FIELD DEFINITIONS 267

Field Form/Dialog Box Definition
Asset No. Assets Unique alphanumeric code identifying the asset.
Asset Locations For Asset Locations, each asset at the selected location.
Asset Physical For Equipment, the asset number assigned to the equipment.
Counting Equipment may or may not have asset numbers.
Equipment
Assigned By Many Employee assigning the work.
Assigned To Many Employee responsible for the work.
Attach to WO Equipment If selected and you choose to attach multimedia files to
work orders, MP2 prints the multimedia file with all work
Tasks orders associated with this equipment or task.
Attendance Code Attendance Codes Unique code identifying an attendance exception, such as
SICK, VAC, LATE, OT, etc.
Employee and Site
Scheduling
Timekeeping
Attendance Type Attendance Codes Used for translation purposes. Read-only in English version
of MP2.
Authorized Caller Call-in Requests Person authorized to call for service. This information is
important if you bill the tenant for parts and labor.
Tenants
Automatically Generate Purchase Select to automatically select all generated purchase orders
Select POs for Orders for printing.
Printing
Select this option if you want to print the purchase orders
after generating them. After generation, select Print POs
from the options menu of the Purchase Orders form to print
all purchase orders selected for printing.
Available Equipment List of all equipment in the Equipment table. You may
Equipment select a component of the equipment from this list, and then
click Link Components to designate it as a component of the
current equipment.
Available Fields label print List of all fields that you may include on the label.
Place the cursor in Prototype Label where you want to add
a field, select the field to add from Available Fields , and
then click to include the field on the label.
Available Hours Labor Pool Hours available for all employees in this craft.
Average graph print For Time Series or Categorical, select to display a line
showing the average value for the data groups.
Average Adjusted Inventory Current average cost of the item (including tax and
Unit Cost miscellaneous charges), which MP2 calculates from the cost
of the item for each transaction.

268 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Average Demand/ EOQ Analysis The average number of this item used in a year. MP2
Year calculates average annual usage of this item as follows.

Average Duration Recalculate Task Number of days that MP2 calculates as the average number
Durations of days to complete the task, based on information in Work
Order History.
Average Labor Recalculate Labor Number of hours that MP2 calculates as the average number
Hours Hours of hours to complete the task, based on information in Work
Order History.
Average Reading Statistical The average of all readings for the Date . This field is
Predictive helpful if you take multiple readings of the equipment meter
Maintenance in a day.
Average Unit Cost Many Average unit cost of the item.
Avg. Meter Equipment Projected average meter units used per day. MP2 uses this
Units/Day value to project due dates for meter-based tasks.
Background Options Select, from the list, the color desired for the background of
required or read-only fields.
Balance Account Inventory The account code for items while they are in inventory.
Code
Adjust Stock
Balance Quantity to Check Out Items to The quantity of the item to assign to sites/locations when
Assign Locations and the quantity required is greater than the quantity at a single
Return Items from inventory location.
Locations
Batch Approve On-site Requests Select to release a work order for this request the next time
you select Activities | Work Requests | Approve
Selected On-site Requests from the menu bar.
Billable Call-in Requests Indicates whether you bill an outside source for this work.
Equipment
Projects
Work Orders
Work Order
History
Blanket PO Many Unique code identifying the blanket purchase order number.
Blanket PO No.
Bottom (Titles) graph print Title on the bottom margin of the graph.
Budget Class Budget Select a budget class to analyze.
Budgeted Budget Monthly amount allocated for labor and material costs.

FIELD DEFINITIONS 269

Field Form/Dialog Box Definition
Buyer Purchase Order Employee code of the individual responsible for the
Revisions purchase order.
Purchase Orders
By Craft Work Order Select to filter the Work Order Scheduling form and
Scheduling calendar by craft. Select a filter from the adjacent drop-
down list to display work orders by a specific craft.
By Employee Work Order Select to filter the Work Order Scheduling form and
Scheduling calendar by employee. Select a filter from the adjacent
drop-down list to display work orders by a specific
employee.
Catalog No. Many Number of the catalog from which to order the line item.
Categorical graph print Select for the graph or report to display total values per
group for a given time period.
cc:Mail/Lotus Notes Mail Login Select if cc:Mail or Lotus Notes is your mail system.
Centimeters Page Setup Select to specify the margins in centimeters.
Certification Employees Type of certification the training provided.
Certification Employees Expiration date of the certification.
Expiration Date
CEUs Employees Number of Continuing Education Units earned.
Charge/Credit to Quick Check-out/ Indicates that MP2 charged the transaction to a work order,
Return equipment, cost center, employee, or location.
Charge/Credit to Quick Check-out/ Code identifying the work order, equipment, cost center,
No. Return employee, or location to which the transaction is charged or
credited.
Charge To Check Out Items Indicates that the transaction is charged to a work order, an
equipment, employee, cost center, location, or stock.
Inventory
Purchase Orders
Purchasing History
Requisition
Charged-to ID Inventory Code identifying the work order, equipment, cost center,
employee, location, or stock item to which to charge the
item.
Check out evenly to Work Orders Select to divide the quantities and costs of parts equally
each equipment/ across all equipment listed on the work order.
Work Order
location
History
Check-out Quantity Check Out Items Quantity of the item to check out.
Check Out/Return Quick Check- Indicates whether the transaction is a check-out or a return.
out/Return

270 FIELD DEFINITIONS

Field Form/Dialog Box Definition
City Many City where the site, vendor, or manufacturer is located, or
where the employee or tenant lives.
Class Many User-defined field.
For Budget, the class for which to define a budget.
Class A % ABC Analysis Percentage cut-off point for each classification level.
Class B %
Class C %
Close Date Many Date that the work order or purchase order was closed.
For Check Out Items, MP2 only displays this field when
you select Work Order from Charge To and enter a WO
No. The Close Date is the date you closed the work order.
For Return Items, MP2 displays this field when you select
Work Order from Credit To and enter a WO No. The
Close Date is the date you closed the work order.
Closed Purchase Print Receiver Item Select to print receiver labels for closed purchase orders
Orders label print only.
Color Font Select the color to display/print the text.
Color Buttons Toolbar Select to display the Toolbar with color buttons.
Comments Many Additional relevant information for the record.
For Work Order Comprehensive Selection, select to include
comments on the report.
Communication Vendors If an acknowledgment is required, the contents of this field
Receive String are the header of the acknowledgment file that MP2
receives from the vendor to validate the vendor’s
acknowledgment transmission.
Completed Employees Select whether the employee completed the training.
Completion Date Many Date on which the work order is actually completed.
Completion Time Many Time at which the work order is actually completed.
Components Tree Equipment Hierarchical view of the equipment and its components.
You may select a component from the Available Equipment
list, and then click Link Components to designate it as a
component of the current equipment.
Connection ID Active Users Number assigned to each user’s network session.
Consecutive Points Statistical Number of consecutive readings MP2 uses to determine an
Predictive out-of-control trend toward equipment failure.
Maintenance
Continuous label print Select to print the labels as a continuous sheet.
Contract Labor Costs for WO No. Cost to-date of contract labor used for this work order.
Cost

FIELD DEFINITIONS 271

Field Form/Dialog Box Definition
Contract No. Many Vendor’s service contract number, if one exists, that refers
to the order and delivery of the line item from the vendor.
Contractor Labor Work Order Select to include contract labor in the report.
Comprehensive
Selection
Contract Page No. Many Page of the contract that refers to the order and delivery of
the line item.
Contract Part No. Many Part of the contract that refers to the order and delivery of
the line item.
Contract Type Vendors User-defined. The type of blanket purchase order contract.
Control No. Purchase Order User-defined field.
Revisions
Purchase Orders
Purchasing History
Copies Page Setup Number of copies to print.
Cost Employees Cost of the training.
Cost Center Many Unique code identifying each cost center at your site to
which maintenance and repair costs are charged.
For Check Out Items, Return Items, and Quick Check-
out/Return, the cost center associated with the equipment
number if the transaction is charged or credited to a work
order or equipment. For transactions charged or credited to
an employee, the cost center that the employee designates.
Country Many Country where the site, vendor, or manufacturer is located,
or where the tenant lives.
Craft Many Unique code identifying the trade category of the employee,
such as MECH (mechanic) or ELEC (electrician).
Craft Graph Work Order Select to display/print the projection information in graph
Projection format, grouped by craft.
Created By Item Status User ID and security group of the employee who created the
requisition. MP2 enters this information when you create
Requisitions the record.
Created By Role Requisitions Security role by which requisition was created.
Credit To Return Items Indicates that the transaction is credited to a work order,
equipment, cost center, employee, or location.
Crew Employees User-defined field. You may use it for the crew name, size,
or type.
One Week Labor
Schedule

272 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Crew Size Tasks Number of individuals in the craft assigned to the task
or work order.
Work Orders
Work Order
History
Currency Many Code identifying the currency that the vendor uses or with
which the purchase order is calculated.
Currency Symbol Exchange Rates Symbol representing the currency.
Current Duration Recalculate Task Number of days required to complete the task. MP2
Durations displays the value currently in Task Duration on the
Scheduling by Date sub-page. You may update Task
Duration with information from work order history.
Current Labor Recalculate Labor Estimated number of hours required for employees to
Hours Hours complete the task. MP2 displays the value currently in
Estimated Labor Hours on the Details page of the Tasks
form. You may update Estimated Labor Hours with
information from work order history.
Current Meter Equipment Most current meter reading. MP2 updates the field when
Reading you enter a new meter reading in the Update Meter Reading
dialog box.
Current Page Page Setup Select to print only the current page of the report, graph, or
labels. This option is only available on the Page Setup
dialog box accessed from Print Preview.
Current Qty Asset Physical Current number of assets at the specified Location.
Counting
Current Quantity Many Indicates the current number of items at the specified
location. MP2 obtains the data from the Stock sub-page of
the Inventory form.
Current Value Asset Value Current value of the equipment, calculated as follows.

Original Cost X 1 - 12 X today – Startup Date (days)

Life (mos.) 365

Current Vendor ID Requisitions Vendor ID of the selected vendor.

Customer ID Vendors The account number assigned to your site by the vendor or
manufacturer.
Manufacturers
Cutoff Date Close Purchase Date through which to close purchase orders. MP2 defaults
Orders to the current date.
Date Many Date the activity (inventory transaction, meter reading, etc.)
took place.
Date Added Inventory Date the item was added to the Inventory form.
FIELD DEFINITIONS 273
Field Form/Dialog Box Definition
Date Down Production Date the equipment is scheduled to be shut down. This date
Scheduling is for reference only. It does not affect the Tasks or Work
Orders forms.
Date Generated Item Status Date that MP2 generated the requisition or purchase order.
Purchase Orders
Purchasing History
Requisitions
Date Last Counted Inventory Date the item was last counted.
Date Last Edited Many Date that the spare parts list, task instructions, or inventory
record were last modified, as applicable.
Date Last Modified Purchase Order Date that the purchase order record was last modified.
Revisions
Purchase Orders
Purchasing History
Requisition
Date Last Tasks Date that you last performed the task on the selected
Performed equipment.
Date Last Printed Purchase Order Date that you last printed this purchase order.
Revisions
Purchase Orders
Purchasing History
Date Last Received Vendors Date that this inventory item was last received.
Inventory
Date Paid Service Contracts Date of the current payment.
Date Range EOQ Analysis The number of days from an item’s first and last usage.
Date Received Many Date the line item was received.
Date Returned Many Date the line item was returned.
Date Scanned Barcode Date the item was scanned.
Transactions
Date to Consider as Backlog Date Enter the cut-off date on or before which you want work
Backlogged orders and tasks to be considered as backlogged.
MP2 compares this date to the Scheduled Start Date on the
work order record and the Next Due Date on the task
record.
Date Up Production Date the equipment is scheduled to be restarted. This date is
Scheduling for reference only. It does not affect the tasks or work
orders.

274 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Date Used Work Order Date that you used the part for the work order. If you leave
History this field blank, MP2 enters the current date when you enter
a Qty Used.
Work Orders
Decreased Hours Employee and Site Number of hours less the employee will work on the
Scheduling specified date.
For example, if the employee regularly works 8 hours, but
will work 4 hours on the specified date, enter 4 in this
field.
Default Requisition Generate For Generate Quotations and Generate Requisitions, the
No. Quotations identification number the System Administrator assigned
the default requisition.
Generate
Requisitions
Default Tax Code Item Status The tax code of the vendor supplying the line items.
Purchase Order When you enter a code, MP2 displays a message asking
Revisions whether to copy the tax code to each line item. Click Yes.
MP2 applies this tax code to each line item; however, you
Purchase Orders
may change the tax code for each line item.
Purchasing History
Default Tax Type Item Status The type of tax applied to most line items on the purchase
order. MP2 defaults to Sales. You may apply a different
Purchase Order tax type to each line item.
Revisions
Sales—Select if you apply tax when you purchase the line
Purchase Orders item.
Purchasing History Use—Select if you apply tax when you use the line item.
Delay Description Call-in Requests Reason for a delay; for example, parts on order.
Equipment
Manual Work
Order Selection
Work Orders
Work Order
History
Department Many Department to which equipment expenses are charged, or
the department that is requesting the purchase.
Descending Generate Work Select to sort in reverse alphabetical or numerical order, Z
Orders preceding Y or 2 preceding 1, etc.
graph print
label print

FIELD DEFINITIONS 275

Field Form/Dialog Box Definition
Description Many Description of the corresponding identification code
(equipment, task, graphic, etc.). For Many, MP2
automatically provides the description for the corresponding
code you enter.
Description on PO Many Description of the line item.
Dest. Site Inventory Site to which the item moved.
Purchase Orders
Purchasing History
Requisition
Down label print The number of labels MP2 prints down each sheet of labels
(rows).
Down Time Many Number of hours the equipment is actually out of operation
for the work.
Due Date Many Date the line items are due for receipt.
If this line item was generated and an entry exists in Lead
Time for the associated vendor record, MP2 calculates the
Due Date. Otherwise, Due Date defaults to the current date.
Economic Order EOQ Analysis Ideal order quantity per order for this item that MP2
Qty calculates with this formula.
2 X Average Demand/Year X Order Cost
Average Unit Cost X Holding Cost (%)

Employee Labor Assignment Date for which you require labor resources. MP2 displays a
Availability For list of employees who are available to work on the specified
date.
Employee Code Many Unique code identifying the employee.
For Employee Scheduling Exceptions, the Employee Code
of the employee for whom you are specifying an extended
scheduling exception.
Employee Labor Work Order Select to include employee labor in the report.
Comprehensive
Selection
Employee Labor Costs for WO No. Total employee labor cost for the work order.
Cost
Equipment Total employee labor cost to-date for equipment
maintenance or repair. MP2 obtains this information from
Service Contracts closed work orders only.
Employee Site Purchase Orders The site that is linked to the Purchasing Center.

276 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Ending Date Many The last date to include records in the projection, graph, or
analysis.
For Vendors, the end of the time period in which the blanket
purchase order is in effect.
For ABC Analysis, the last date of the date range MP2 uses
when calculating ABC classifications from usage history.
For financial periods, the last day on which a given financial
period is open.
English label print Select to use the English unit of measure, e.g., inches.
Equipment-based Generate Work Select to generate work orders for all equipment-based tasks
Tasks/Work Orders Orders and work orders currently due.
Equipment Quick Work Order Description of the equipment.
Description Update
Work Order
History
Work Orders
Work Order
Scheduling
Equipment Check Out Items Location of the equipment to which you are checking out
Location the items or from which you are returning the items.
Return Items
Equipment No. Many Unique code identifying the equipment.
For Inventory, Check Out Items, Return Items, and Quick
Check-out/Return, the equipment number to which you are
checking out the item or from which you are returning the
item.
Equipment Type Many Unique code identifying the type of equipment. You may
define several equipment types to track maintenance of
equipment that share common characteristics.
For Nameplates and Equipment Variables, the equipment
type for which you are defining the nameplate or equipment
variable.
Equipment Generate Work Generate work orders for equipment with readings outside
Readings outside Orders SPM limits.
SPM Limits
Error Message Many The reason that MP2 cannot post the record to the database.
Est. Duration (days) Many Projected number of days to complete the task.

FIELD DEFINITIONS 277

Field Form/Dialog Box Definition
Estimated Cost Costs for WO No. Estimated cost of parts and labor to complete this work
order. MP2 compares the estimated cost with the actual cost
Equipment of completing the work order.
Work Order
History
Work Orders
Estimated Crew Work Order Estimated number of hours that employees will spend on
Hours History the work order.
Work Orders For example, if you assign three workers from the ELEC
craft to a task, and if you project that each will work three
hours on the task, the Estimated Crew Hours for the
ELEC craft is 9.
Estimated Crew Manual Work Estimated number of employees of the craft required for the
Size Order Selection work.
Estimated Down Manual Work Estimated number of hours that the equipment will be out of
Time Order Selection operation for the work.
Quick Work Order
Update
Work Order
History
Work Orders
Estimated Hours Work Order Estimated number of hours that the employee will spend on
History the work.
Work Orders
Estimated Labor Manual Work Estimated number of hours, for the specified craft, that are
Hours Order Selection required to complete the work.
Productivity for
WO No.
Tasks
Event Equipment Indicates the method in which you entered the meter
reading. MP2 displays ‘Manual’ if you manually entered the
meter reading or the Task No. if you entered the meter
reading on a work order.
Exchange Rate Exchange Rates Exchange rate to use when calculating costs for
international purchases.
Purchase Order
Revisions
Purchase Orders
Purchasing History
Expense Account Inventory Account code for inventory items when they are used. For
Code example, charge an item you check out to a work order to an
Expense Account Code related to that work order.

278 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Expense Class Many Unique code identifying the expense class to which you
assign the work.
Expiration Date Service Contracts Date the service contract expires.
Export graph print Select to export the report, graph, or label to the specified
format.
label print
report print
Extension Many Phone extension.
Fax Purchase Orders Select to send the purchase order by fax to the specified
print vendor.
Fax No. Many Fax number.
Federal Tax ID No. Manufacturers Site’s, vendor’s, or manufacturer’s federal tax identification
number.
Vendors
MP2 stores this number for your reference.
Field Find Field of the current form in which MP2 will search for the
specified Find What value.
Field Name Many When defining nameplates or equipment variables, a field
name to include in the nameplate or equipment variable.
(Max. length = 30 characters)
Field for which to define a filter when selecting records for
generation, reports, graphs, labels, forms, etc.
Field Size Edit the Maximum number of characters (1 to 255) that users may
Structure… enter in the specified field.
Field Type Edit the Select one of these options from the drop-down list.
Structure…
Alphanumeric—Field may contain letters and numbers.
Number—Field may contain only numbers, including
decimals.
Integer—Field may contain only whole numbers.
Currency—Field may contain only numbers, including
decimals. MP2 converts the number to a currency format.
Date—Field may contain numbers in date format.
File Name Many The file name of a graphic attached to the task, work order,
equipment, work order history, or inventory record.
For New Button, the file name of the graphic image to use
on the button.
For Options, the file name of the graphic image to use for
the background of forms or dialog boxes.
Files of type Open Select the type of file to open.

FIELD DEFINITIONS 279

Field Form/Dialog Box Definition
Filter Many Select an existing filter or select (New) to create a new
filter.
For Work Order and Inventory Analysis, select a filter to
use when selecting records for the analysis.
Filter Name EOQ Analysis For Filter, enter a name for the filtered data, and then select
Private to save the filter for your use only, or select Public
Filter
to save the filter for use by any MP2 user. Click Save. MP2
saves the filter by the specified name.
For EOQ Analysis, a list of all currently defined work order
filters. Select (All Items) to select all items to include in the
filter.
Financial Period ID Many Code identifying a given financial period.
Find What Find Value to search for in the selected Field.
Finish Date Employees Finish date of the training or the on-site request.
On-site Requests
On-site Request
History
Work Order
Scheduling
First Name Employees Employee’s first name.
One Week Labor
Schedule
Work Orders
Work Order
History
Font Font Select a font for the text.
Font Style Font Select to display or print the text Regular, Italics, Bold, or
Bold Italics.
Footer report print Text that MP2 prints or displays in the footer of each page.
Freight Carrier Many The carrier responsible for shipping the items. For example,
UPS, FedEx, etc.
Freight Terms Many Additional payment terms, if any, such as C.O.D. (cash on
delivery), Prepaid, or L/C (Letter of Credit).
From Account Code Purchase Orders The balance account code that was charged while the item
was in inventory.
From Cost Center Purchase Orders The cost center that was previously charged for the
inventory item.

280 FIELD DEFINITIONS

Field Form/Dialog Box Definition
From Date graph print The dates between which to include records in the report, to
remove timekeeping records, or to schedule exceptions.
report print
Purge
Timekeeping
Records
From Location Inter-Warehouse Location from which to transfer the item.
Transfer
From Warehouse Inter-Warehouse Warehouse from which to transfer the item.
Transfer
General Ledger No. Many A site’s accounting department typically pre-defines the
general ledger numbers and tracks equipment repair costs
with them.
Generate Through Generate Work Date through which MP2 generates work orders. Each
Orders task’s Next Due Date and each work order’s Scheduled
Start Date must be less than or equal to this date for MP2
to generate the work order.
Get the next PO Add Line Item to Select to put this line item on a new purchase order with the
from the PO setup PO next incremented purchase order number.
form
Graph graph print Select to display the work order or inventory analysis
information as a graph.
Group By graph print Group used to sort the data. Select a value from the drop-
down list.
report print
Work Order
Projection
Height (Label label print The height of the label.
Dimensions)
Hidden Fields report print Fields that MP2 does not include in the report.
Hire Date Employees Date the company hired the employee.
Histogram graph print Select for the graph or report to display the number of
occurrences per 1/10th of a data range.
Holding Cost (%) EOQ Analysis MP2 calculates holding cost percentage for this item as
follows.

If you do not enter a value, MP2 uses a default of 25%.

Horizontal label print Size of the horizontal spaces between each label (spacing
between columns).

FIELD DEFINITIONS 281

Field Form/Dialog Box Definition
Hours Employees Number of hours spent for the training or for the scheduling
exception.
Timekeeping
Inches Page Setup Select to specify the margins in inches.
Include Current Work Order Select to include current work orders in report.
Work Orders Projection
Include Open Work Work Order Select to include open work orders as well as tasks in the
Orders Projection projection.
Increased Hours Employee and Site Number of additional hours the employee will work on the
Scheduling specified date.
For example, if the employee regularly works 8 hours, but
will work 10 hours on the specified date, enter 2 in this
field.
In Service Equipment Select to indicate that the equipment is in service. Normally,
a piece of equipment is in service unless you operate it
seasonally or place it in storage.
The equipment record must match the task record for MP2
to generate a work order. For example, if you specify the
equipment as in-service and the task as out-of-service, MP2
does not generate a work order.
In Service (Normal Tasks Select to generate work orders when the equipment is in
Use) use. The equipment record must match the task record for
MP2 to generate a work order. For example, if you specify
the equipment as in-service and the task as out-of-service,
MP2 does not generate a work order.
In-service Task Tasks Select Yes to generate work orders when the equipment is
in use.
Instruction Code Task Instructions Unique code identifying the instruction list.
Tasks
Internet Mail Login Select if Internet (SMTP/POP3) is your mail system.
(SMTP/POP3)
Inventory Items Work Order Select to include inventory items in the report.
Comprehensive
Selection
Invoice Date Item Status Date the vendor invoiced the site for the purchase.
Purchase Orders
Purchasing History
Requisitions
Invoice No. Many Vendor invoice number for this line item.

282 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Is Blanket PO Purchase Order Select to indicate whether this is a blanket purchase order.
Revisions
Purchase Orders
Purchasing History
Issue-from Location Check Out Items Location from which to check out the item.
If you select a location or quantity on the Record View page
of the Inventory form, MP2 displays this information in this
field. If you do not select a location or quantity, MP2
displays the first location and quantity from the Inventory
form. You may edit this field from the Check Out Items
dialog box.
Issue-from Check Out Items Warehouse from which to check out the item.
Warehouse
Issue To Check Out Items Indicates that the check-out is to an employee or a vendor
Inventory
Purchase Orders
Purchasing History
Requisition
Issue to ID Inventory Employee or vendor to whom you checked out the line item.
Purchase Orders
Purchasing History
Requisition
Item No. Many Unique code identifying the inventory item.
For Equipment, MP2 automatically enters this number if
you enter a Spare-parts Code with a pre-defined list of
items.
For Inventory, the item for which MP2 is calculating
availability information.
For Tasks, the item to use for the task.

FIELD DEFINITIONS 283

Field Form/Dialog Box Definition
Item Status Many Status of the line item.
Not Approved—The line item is on a requisition that has
not been approved.
Approved—The line item is on a requisition that has been
approved.
PO Ready—The line item is on a purchase order under
preparation.
Order Placed—The line item is on a purchase order that
has been approved and placed with the vendor.
Closed—The line item is on a closed purchase order.
Canceled—The purchase order line item has been
canceled.
Rejected—The requisition line item has been rejected.
Receiving—At least one line item on the purchase order
has been received.
Received—All line items on the purchase order have been
received.
Item Type Many The type of item. MP2 automatically designates an item that
does not exist in the Inventory table as Non-inventory.
Stock—An item that has been entered into MP2 via
the Inventory form or via the Inventory lookup table
that the facility regularly keeps in its storeroom(s).
Non-stock—An item that has been entered into MP2
via the Inventory form or via the Inventory lookup
table that the facility does NOT regularly keeps in its
storeroom(s).
Non-inventory—An item that has NOT been entered
into MP2.
Label New Button Enter a label for the new button.
Labor Cost Service Contracts Total cost to-date of labor (employee and contract) used for
maintenance or repair of the equipment. MP2 obtains this
Total Cost information from closed work orders only.
Labor Hours Labor Assignment Total estimated number of hours for the Craft to perform
this task.
Labor Markup (%) Tenants Percentage that MP2 adds to labor costs on work orders for
which you invoice tenants; you may change the default on
Work Order each tenant’s record.
History
Work Orders

284 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Labor Tax Rate (%) Equipment Tax rate that MP2 adds to labor costs on work orders for
which you invoice tenants—you may change the default on
Work Order each tenant’s record.
History
Work Orders
Landscape Page Setup Select to display/print the report in landscape format. MP2
prints reports in the orientation specified in the Page Setup
Print Setup dialog box.
Large Buttons Toolbar Select to display the Toolbar with large buttons.
Last Activity Inventory Date the line item was last received.
Last Modified By Purchase Order Code of the employee who last modified the requisition or
Revisions purchase order.
Purchase Orders
Purchasing History
Requisitions
Last-modified-by Purchase Order Date and time the requisition was last modified.
Date Revisions
Last modified-by Purchase Orders
Time
Last Name Employees Employee’s last name.
One Week Labor
Schedule
Work Order
History
Work Orders
Last Payment Service Contracts Amount of the last payment for the service contract.
Last Performed At Tasks Meter reading at the time you performed the last work order
for this task. MP2 updates this field when you close the
work order.
Last Qty Asset Physical Last quantity of the asset before the current physical count.
Counting
Lead Time Many Number of days the vendor requires between order and
delivery; lead time refers to calendar days.
Left (Titles) graph print Title on the left margin of the graph.
Left (Label label print Left margin of the text within each label.
Margins)
Left (Page Margins) label print Left margin of each sheet of labels.
Life (mos.) Equipment Projected life span, in months, of the equipment. MP2 uses
this information when calculating depreciation.

FIELD DEFINITIONS 285

Field Form/Dialog Box Definition
Line Cost Many The total cost of the line item to receive at this time.
(Received)
Line Cost Many The total line item cost of the line item requested to date.
(Requested)
Line Cost Many The total line item cost of the line item returned to date.
(Returned)
Line Cost to Return Many The total cost of the line item to return at this time.
Line No. Many MP2 assigns this number to items first, then to services. If
you delete a line item from a purchase order with a Status of
Ready, MP2 re-assigns the line number; otherwise, MP2
does not re-assign the line number.
Location Many Unique code identifying the location of the equipment,
asset, or inventory item.
For Work Orders, Quick Work Order Update, and Work
Order History, the location requiring maintenance or the
location of the equipment requiring maintenance.
For Inventory, Return Items, Quick Check-out/Return, the
location from which to check out the item or to which to
return the item.
For Quick Receive, the location to which to receive the
item.
For Tenants, the location that your site maintains for the
tenant.
Location-based Generate Work Select to generate work orders for all location-based tasks
Tasks Orders and work orders that are currently due.
Location Text Locations Unique code identifying the location of the equipment,
asset, or inventory item. Click Add Location to add a new
location.
Login Name Mail Login Your mail system login name.
Look in Open The directory in which the saved report, graph, or label file
resides.
Mail graph print Select to email the report, graph, or label to the specified
recipient.
label print
report print
Manufacturer Many Code identifying the manufacturer of the equipment or
inventory item.
Manufacturer ID
For Manufacturers, enter codes for all manufacturers of
your site’s equipment.
Margins Page Setup Left, right, top, and bottom margins of the report, graph, or
labels.

286 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Match Find Select one of these options.
Any Part of Field—Select to find records containing the
Find What value in any part of the specified Field. For
example, enter BRNG for fields that contain BRNG,
such as BRNG, BRNG-01, BALLBRNG, or
BALLBRNG-01.
Whole Field—Select to find record containing only the
Find What value in the specified Field. For example,
enter BRNG for fields with the value BRNG.
Start of Field—Select to find records containing the Find
What value as the beginning value(s) of the Field. For
example, enter BRNG for fields that start with BRNG,
such as BRNG-01 or BRNG-BALL.
End of Field—Select to find records containing the Find
What value as the ending value(s) of the Field. For
example, enter BRNG for fields that end in BRNG,
such as BALLBRNG or WHLBRNG.
Match Case Find Select to find only the values that match the case (upper or
lower) of the letter/number sequence you entered in Find
What.
Material Cost Costs for WO No. Total cost to-date of materials used for maintenance of the
equipment or work order, obtained from closed work orders
Equipment only.
Service Contracts
Total Cost
Material Markup Equipment Percentage to add to parts costs on work orders for which
(%) you invoice tenants—you may change this percentage in
Tenants each tenant’s record.
Work Order
History
Work Orders
Material Tax Rate Equipment Tax rate to add to parts costs on work orders for which you
(%) invoice tenants—you may change this percentage in each
Work Order tenant’s record.
History
Work Orders
Maximum Stock Inventory Maximum quantity of this item to have in stock at all times.
Level
Max. Value Statistical If you select Use Manufacturer’s Specifications, enter the
Predictive maximum value specified by the manufacturer.
Maintenance

FIELD DEFINITIONS 287

Field Form/Dialog Box Definition
Mean Statistical Calculated by MP2 as follows:
Predictive
Maintenance

where n = number of data points and y i ∈{y 1, y 2, y 3,…yn }

= the set of all data points.
Measurement Purge SPM Data Brief name of the measurement, such as VIBRATION or
Select a TEMPERATURE.
Measurement to
Graph
Statistical
Predictive
Maintenance
Meter Name Equipment Unique code identifying the meter, for example, ODO for
odometer.
Quick Meter Entry
Tasks
Work Order
History
Work Orders
Meter Reading Work Order Reading of the meter at the time of the work order.
History
Work Orders
Metric label print Select to use the metric unit of measure, e.g., centimeters.
Minimum Order Purchase Orders Lowest dollar amount for which an order can be placed with
Amount this vendor.
Purchasing History
Vendors
Minimum Order Many Minimum quantity of this item that you can order from the
Qty vendor.
Minimum Stock Inventory Minimum quantity of this item to have in stock at all times.
Level
Min. Value Statistical If you select Use Manufacturer’s Specifications, enter the
Predictive minimum value specified by the manufacturer.
Maintenance
Misc. Purchase Orders Other charges incurred by the order and delivery of these
line items.
Purchasing History
Miscellaneous Rate Receive Additional charge applied to the purchase order.
Items/Services

288 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Model Many Model number of the item or equipment.
Model No.
Month Inventory The month of the usage information.
Mon, Tue, etc. Employee and Site Days of the week and hours per day that the employee
Scheduling normally works or that the site is open.
Moved By Move Stock Specifies whether an employee or vendor moves the items.
Move from Location Move Stock The current location of the item to move.
Move from Site Move Stock The current site of the item to move.
Move to Location Move Stock The location to which to move the item.
Move to Site Move Stock The site to which to move the item.
MS Exchange Mail Login Select if Microsoft’s Exchange is your mail system.
Multiple Equipment Generate Work Select to generate work orders for tasks that have more than
Tasks Orders one equipment.
Multitask Tasks Select Yes if the task is a multiple equipment task and you
want MP2 to generate a single work order.
Must Be Down Many Indicates that you must take the equipment out of operation
to perform this task.
Name Many Name of the employee, vendor, or person.
For Site, the name of your site which MP2 prints at the top
of all reports.
For Save As, the name by which to identify the file or filter.
Nameplate Exists Equipment Types Indicates whether a nameplate exists for the Equipment
Type.
Nameplates
Need By Date Requisition Specifies date by which requested line items or services are
needed.
New Qty Asset Physical For Update Spare Parts Lists, the maximum quantity used in
Counting any particular work order for an equipment item that used
this spares list.
Physical Inventory
For Asset Physical Counting, the actual quantity of the asset
Update Spare Parts at the Location at the current physical count.
Lists
For Physical Inventory, the quantity of the item in inventory
at the current physical count.
New Quantity Adjust Stock Level The actual quantity of the item.
Next Approval Requisitions The next employee to pre-approve or approve the
Person requisition.

FIELD DEFINITIONS 289

Field Form/Dialog Box Definition
Next Due Date Service Contracts For Service Contracts, the date the next payment is due.
Tasks For Tasks, the next date that MP2 will generate the task.
Important: The first Next Due Date for a task with a
Schedule Type of Duplicates should be the date of the first
work order generation.
No. of Assets Generate Asset Number of asset numbers to generate. MP2 increments each
Numbers asset number one number or letter from the previous one,
starting with the Starting Asset No.
No. of Locations Generate Asset Number of location codes to generate. MP2 increments each
Locations location code one number or letter from the previous one,
starting with the number in Starting Location.
No. of Purchases/ EOQ Analysis Ideal annual number of purchases for this item that MP2
Year calculates.
No. of Times Tasks Number of times you generated the task. MP2 changes the
Completed number after each generation.
Notes Many Additional information about the item, service, requisition,
vendor, manufacturer, or employee training, as applicable.
To enter or view notes on a List View page of a form or on
a table view on any page, place the cursor in Notes . MP2
displays a at the right of the field. Click . MP2
maximizes Notes over the entire page. Enter or view the
notes, and then click to return to the original page.
Notify when Equipment Designates equipment requiring special handling, e.g.,
creating work equipment covered by EPA regulations. If selected, MP2
orders displays a notification when creating a work order for this
equipment.
Number of label print Number of similar labels to print on one page. For example,
Duplicates if you have a 3 X 10 single sheet of labels and you want
each row to be the same, enter 10.
Number of Labels Quick Receive Number of labels MP2 prints for the line item.
Receive
Items/Services
Numeric Reading Statistical Enter the meter reading, if the measurement for the
Predictive equipment is numeric.
Maintenance
Old Qty Physical Inventory Current quantity of the item in the Inventory form.
On Order Inventory Quantity of un-received items on open purchase orders.
Open Purchase Print Receiver Item Select to print receiver labels for open purchase orders only.
Orders Labels
Operating Status Equipment User-defined status of the equipment, such as “leased,”
“sold,” or “down.”
Service Contracts

290 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Operator Many Query operator to use when selecting records for generation,
analysis, reports, graphs, labels, or forms.
Or Many After you click Next to add more conditions to the filter or
selection criteria, MP2 defaults ‘Or’ as the condition
separator. This signifies that only one condition must be
met.

For example, if Site is equal to ATLANTA or

Priority is equal to 3, MP2 includes records that have
ATLANTA as the site and records that have 3 as the
priority.
Order Cost EOQ Analysis Cost of ordering a single unit of the current item. If you do
not enter a value, MP2 uses a default of $20.00.
Order Date Item Status Date you ordered the line items.
Purchase Order
Revisions
Purchase Orders
Purchasing History
Order Qty Parts Availability Quantity of the item currently on open purchase orders.
Order Warehouse Many Warehouse for which you are ordering the line item.
Original Cost Equipment Cost of the equipment at the time of purchase.
Service Contracts
Original Value Asset Value Original value of the selected equipment.
Originator Many Name of the person requesting the work.
Out of Service Tasks Select to generate work orders when the equipment is not in
(extended use. The equipment record must match the task record for
shutdown) MP2 to generate a work order. For example, if you specify
the equipment as in-service and the task as out-of-service,
MP2 does not generate a work order.
Overtime Factor Quick Work Order Factor that is used to calculate the overtime wage rate. The
Update factor is the ratio to the regular wage rate that the employee
is paid for overtime work. MP2 defaults this field to 1.5.
Work Order
History
Work Orders
Overtime Hours Quick Work Order Number of overtime hours performed by the employee on
Update the specified date.
Work Order
History
Work Orders

FIELD DEFINITIONS 291

Field Form/Dialog Box Definition
Overrun Budget Dollar amount that the budget class is above or below
budget.
Page Print Preview Specifies the page of the report. Click to view the next
page. For Landscape reports, the number following the
decimal signifies overflow pages. Click to view the next
overflow page.
Pager Email Employee The email address to which pages are sent.
Pages Page Setup Select to specify which pages to print.
Paper Purchase Orders Select to send the purchase order to the printer.
print
Pareto graph print Select for the graph or report to display the percentage of
data values that data groups extend or use.
Password Enter Password User’s password necessary to access MP2. Special
characters mask the password as you type it. If you make a
Vendors mistake, press the backspace key to erase, and then retype
the password.

Path Multimedia File Path of the multimedia files. When you enter a file name a
Search Paths task, equipment, inventory, or work order record, MP2
searches all paths in this form for the file.
Payment Terms Many Payment terms agreed upon for the order, such as NET 30.
Per Service Contracts Frequency in which payments are made, such as month or
year.
Percent of Original Total Cost Percentage of the original equipment cost that maintenance
Cost on the equipment has cost to date.
Percent of Total Cost Percentage of the replacement equipment cost that
Replacement Cost maintenance on the equipment has cost to date.
Perform by Equipment Indicates that the equipment is currently under warranty.
Warranty
Manual Work
Order Selection
Work Order
History
Work Orders
Performed By Work Order Name of the contract employee who performed the work.
History
Work Orders
Perform Every Tasks Number of days or number of cycles or runtime hours that
must pass before MP2 generates another work order for the
task.

292 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Person Responsible Equipment Employee code of the person who is responsible for this
equipment.
Service Contracts
Phone Addresses Phone number.
Pick List Equipment Select to tag the work order to be included in the next Work
Order Parts Pick List report.
Work Orders
PO No. Many Unique alphanumeric code identifying the purchase order.
Portrait Page Setup Select to display/print the report in portrait format. MP2
prints reports in the orientation specified in the Page Setup
Print Setup dialog box.
Postal Code Many Postal or zip code of the address.
Post Miscellaneous Quick Receive Select whether to post the Miscellaneous Rate to the
Rate purchase order cost.
Receive
Items/Services
Post Ship Rate Quick Receive Select whether to post the Ship Rate to the purchase order
cost.
Receive
Items/Services
PO Type Many Type of purchase order. This field is user-defined.
Preapprove 1 Item Status Employee code of each employee who preapproved the
requisition and the date of each preapproval.
Preapprove 2 Purchasing History
Preapprove 3 Requisitions
Preapprove 1 Date Item Status Date the employee preapproved the requisition.
Preapprove 2 Date Purchasing History
Preapprove 3 Date Requisitions
Preferred Order Vendors Specifies the method of sending purchase orders to the
Method vendor. Select Paper (printed) or Fax.
Preview Work Generate Work Select to preview the projected work orders before releasing
Orders Before Orders them as work orders. You may then select whether to
Release generate individual work orders.
Primary Key Edit the Select whether the field is a key field.
Structure…
Primary Site Inventory Site responsible for maintaining inventory levels for all sites
Warehouses and warehouses associated with purchasing center.
Primary Vendor Many Select Yes to indicate that the site normally orders the line
item from this vendor.
Primary Wage Employees Select to use the rate in Rate as default for calculating labor
cost on work orders. You may change the wage code (and
rate) when editing the work order.

FIELD DEFINITIONS 293

Field Form/Dialog Box Definition
Print graph print Select to print the report, graph, or label to the specified
printer.
label print
report print
Print Label Quick Receive Select to print a label for this receipt.
Receive
Items/Services
Print Receiver Quick Receive Select to print a receiver for this receipt.
Receive
Items/Services
Print Work Orders Generate Work Select to print the generated work orders immediately after
after Generating Orders generating them.
Them
Print Work Orders Generate Work Select to print the generated work orders immediately
before Generating Orders before generating them.
Them
Priority Many Priority level of the maintenance on the equipment or of the
task, work order, or on-site request. Number from 1 to 5
(1=high, 5=low).
For Work Orders, Quick Work Order Update, and Work
Order History, the priority obtained from the associated
equipment and/or task record.
Private EOQ Analysis Select to only display this saved filter to the current user.
Filter
Product No. label print Product identification number of commercial labels.
Project Item Status Name or code of the project that needs the requested parts.
Purchasing History
Requisitions
Project ID Work Orders Unique code identifying the project.
Requisitions
Project Tasks Work Orders Unique code identifying the task associated with the project.
Prototype Label label print List of text and fields that will print on the labels.
Public EOQ Analysis Select to display this saved filter to all MP2 users.
Filter
Purchase Date Equipment Date the site purchased the equipment.
Service Contracts
Purchase Order Item Status Additional information about this purchase order, such as
Notes inventory item specifications

294 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Purchasing Center Many Company site which manages purchasing-related issues.
Purge Through Purge SPM Data Enter the date through which to purge SPM data or delete
on-site request history records.
Remove On-site
Request History
Purpose Employees Purpose of the training.
Qty Many For Assets and Asset Locations, the current quantity of the
asset.
For Equipment, Spare Parts, and Update Spare Parts Lists,
the quantity of the item required as a substitute.
For Inventory, the quantity of the item involved in the
transaction.
For Tasks, the quantity of the part needed for the task.
Qty on Hand Inventory Current quantity on hand of this item at the specified site or
location, if one is listed; or the total quantity in inventory, if
Item Status a location is not listed.
Parts Availability
Qty on Order Inventory Total quantity of this part currently listed, but not yet
received, on open purchase orders.
Item Status
Qty per UOP Many Quantity of this item that comprises one purchasing unit (12
for dozens, 55 for a 55-gallon barrel).
Qty Received (UOP) Many Number of line items received to date on the purchase order.
Qty Requested Generate Number of line items requested for ordering.
(UOM) Quotations
Generate
Requisitions
Qty Requested Many Number of line items requested for ordering.
(UOP)
Qty Required Quick Work Order Number of parts required for the work order.
Update
Work Order
History
Work Orders
Qty Reserved Item Status Number of this item currently reserved, but not yet used, on
open work orders.
Parts Availability
Reserved Parts
Qty Returned Many Number of line items returned to date on the purchase order.

FIELD DEFINITIONS 295

Field Form/Dialog Box Definition
Qty to Receive Quick Receive Number of line items to receive at this time.
Receive
Items/Services
Qty Used Quick Work Order Quantity of the item used to complete the work.
Update
When you make an entry in this field, MP2 displays the
Work Order Tracking Transaction dialog box. Enter your employee
History code, and then click OK. MP2 records this information in
inventory transaction history.
Work Orders
Qualified Employees Indicates whether the employee is qualified in a special area
after completing the training.
Quantity Inventory Quantity of the item to check out, return, or receive.
Quick Check-out/ For Inventory-Substitute Items, the number of the substitute
Return item required to be a valid substitute for the current
inventory item.
Quick Receive
Quantity on Hand ABC Analysis Select to multiply the stock balance by the unit price for
each item, and then rank items in descending order by
extended cost.
Quantity to be Generate Quantity of the line item to order.
Ordered (UOP) Quotations
Generate
Requisitions
Quantity to Move Move Stock Quantity of the item to move to another location.
Quotation No. Quotations Unique alphanumeric code identifying the quotation.
Raise Date Employees Date of the employee’s next scheduled salary increase.
Rate Many The rate of pay for the employee. The rate can be either
actual wage or a charge rate (including overhead).
For Service Contracts, the payment amount.
‘Ready’ or ‘Hold’ Generate Work Select to change the status of all Ready or Hold work
Work Orders Orders orders to Open.
Reason Many Reason for the transaction.
For Production Scheduling, the reason for the shutdown.
Reason for Failure Reasons for Failure Unique code identifying the cause of the equipment failure,
(RFF Code) for example, EW (excessive wear).
Work Orders
Work Order
History
Reason for Outage Many Unique code identifying the reason for the equipment
(RFO) outage, for example, BFB (broken fan belt).
Receipt No. Many Number of the receipt transaction, numbered incrementally.

296 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Received Inventory Number of items received this month.
Received (MTD) Inventory Total quantity of this item received so far this month.
Received (YTD) Inventory Total quantity of this item received so far this year.
Receiver No. Item Status Unique code identifying the receiver that MP2 generates
when this line item is received. MP2 automatically assigns
Purchase Orders the next incremented receiver number obtained from Next
Purchasing History Receiver No. on the Purchasing Setup dialog box.

Requisitions
Receive Site Many Site to which to receive the line item.
Receive To Many Select to receive the line item to Stock, Location, Cost
Center, Employee, Equipment, or Work Order.
Receive To ID Many Code of the stock line item, location, employee, equipment,
work order, or cost center to which to receive the line item.
Receive Warehouse Many Warehouse to receive the line item.
Record Page Setup Select to print the report in non-tabular format.
Regular Hours Many Number of regularly scheduled work hours the employee
spends on the work.
Release Manual Work Select whether to select this record for release.
Order Selection
Release as separate Tasks Select to generate a separate work order for each piece of
work orders equipment on the due date specified.
Release No. Many If this is a blanket purchase order, this number identifies the
current release of the blanket purchase order.
Release together as Tasks Select to generate one work order for all pieces of
single work order equipment.
Reorder Method Inventory Method by which MP2 determines when to generate a
requisition for an item.
Reorder Point—Select to generate requisitions for items
that have reached or fallen below the Reorder Point.
Min/Max—Select to generate requisitions for items that
have fallen below the Minimum Stock Level.
Reorder Point Inventory Level, or quantity, at which to order the item. MP2
generates requisitions for items that have reached this value
if you use the Reorder Point method.
Reorder Qty Inventory Number of items to order when generating requisitions.
Repair Date Statistical Date this equipment was last repaired.
Predictive
Maintenance

FIELD DEFINITIONS 297

Field Form/Dialog Box Definition
Repair Time Statistical Time this equipment was last repaired.
Predictive
Maintenance
Repair WO No. Statistical Current work order number for this equipment.
Predictive
Maintenance
Replace/Add Equipment Indicates the method in which MP2 updates Current
Meter. Select Replace to replace the current reading with
the new reading. The default selection is Replace. Select
Add to add the new reading to the current reading.
Replace Current Update Meter Value with which to replace the current meter reading.
Meter Reading Reading
With
Replacement Cost Equipment Cost to replace the equipment, i.e., the current cost of the
equipment.
Service Contracts
Report graph print For Work Order Projection, select to display/print the
projection information in report format. Once you select
Work Order Report, select the category for which to create the report
Projection from the Report On drop-down list, and then select, from
the Group By drop-down list, the group by which to group
the report.
For Work Order or Inventory Analysis, select to display the
analysis information as a report.
Report/Graph Inventory Analysis Name by which to save the analysis, report, or graph.
Name
Save As
Work Order
Analysis
Representative Manufacturers The vendor’s or manufacturer’s contact person for your site.
Purchase Orders
Vendors
Request Date Many Date the work was requested.
For Quotations, the date the line item was requested to be
ordered. Defaults to the current date.
Requested By Many Employee or tenant requesting the work or the line item.
Requested Service Call-in Requests Unique alphanumeric code identifying the service.
Work Order
Scheduling

298 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Request No. Call-in Requests Code identifying the on-site or call-in request.
On-site Request
History
On-site Requests
Work Order
Scheduling
Request Time Many Time that the originator or employee requested the work.
Required Parts Availability Indicates if the item is required to complete the task. MP2
includes this part in parts availability calculations and to
Tasks place it on the reserved parts list.
Requires Requisitions Select to generate a printed notification when a line item
Notification listed on the requisition is received
Requisition No. Many Unique alphanumeric code identifying the requisition.
Requisition Notes Item Status Additional information for this requisition.
Requisition Total Requisitions Total cost of all line items on the requisition.
Reserved Work Orders Warehouse in which parts are reserved.
Warehouse
Response Time Equipment Total number of days between the request date and the
(Days) scheduled start date. MP2 only counts working days as
Work Order defined for the site.
History
Response Time Equipment Number of hours in addition to the Response Time (Days)
(Hours) between the request date and the scheduled start date.
Work Order
History
Response Time Equipment Number of minutes in addition to the Response Time
(Minutes) (Days) and Response hours between the request date and
Work Order the scheduled start date.
History
Restored Equipment Indicates that this record was previously archived and has
since been restored.
Purchasing History
Return Many Code given by the vendor or by someone from your site that
Authorization No. grants permission to return the line item.
Return From Many Inventory Return—Indicates that the return is from an
employee or a vendor.
Purchasing Return—Indicates that the return is from a stock
location, work order, equipment, cost center, or employee.
Return From No. Many Code identifying the stock location, work order, equipment,
cost center, or employee to which to return the line item.
Return From Site Many Code identifying the site from which the line item was
returned.

FIELD DEFINITIONS 299

Field Form/Dialog Box Definition
Return From Many Warehouse from which the line item was returned.
Warehouse
Return Quantity Return Items Quantity of the line item to return.
Return Reason Many Code identifying the reason for returning the line item, for
Code example, DMGD (Damaged).
Revision Date Purchase Order Date of the last purchase order modification.
Revisions
Revision No. Purchase Order Automatically assigned by MP2. Unique code identifying
Revisions the revision of the purchase order.
Purchase Orders
Purchasing History
Revision Time Purchase Order Time of the last purchase order modification.
Revisions
Right (Titles) graph print Title on the right margin of the graph.
Rollover Count Equipment Number of times the meter has rolled over. MP2 calculates
this number when the rollover point passes.
Rollover Point Equipment Meter value at which the count rolls over—enter the value
(1000, 10000, 100000) at which the count actually rolls
over, not the number of 9s that can fit on the meter.
Runtime/Cycles Equipment Type of meter. Select Runtime to base meter data on
runtime readings, such as hours or odometer readings.
Select Cycle to base meter data on cycles, such as on/off
frequencies.
Safety Note Equipment Information from the Safety Notes page of the Equipment
form.
Service Contracts
Saved Criteria Export to Select a previously saved export file, or enter the name of a
Microsoft Project new export file, and then click Save.
Saved Generation Generate Work Name identifying the generation criteria.
Orders
Saved Graph New Button Select to create a button for an MP2 graph.
Save in Save As The directory to which to save the report, graph, or label.
Save Password Mail Login Select to save the password for re-entry.
Saved Report New Button Select to create a button for an MP2 report.
Scheduled Finish Many Date scheduled for work order completion.
Date
Scheduled Hours Labor Assignment Number of hours the employee is currently scheduled for
work for the day or week.
One Week Labor
Schedule

300 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Scheduled Start Many Date scheduled to begin the work.
Date
Scheduled Start Many Time scheduled to begin the work.
Time
Scheduler Work Order Code identifying the employee who is scheduling the work.
Scheduling MP2 displays the code in Assigned By on the work order
records.
Schedule Type Tasks Type of schedule: Floating, Fixed, or Duplicates.
School Employees School that administered the training.
Search Find Select to search the Entire Table or the Current Filter. If
no filter is currently applied to the form, MP2 disables this
field.
Selected Quotations Indicates that the vendor is selected to provide the line item.
Select for Printing Many Indicates whether MP2 will print this record during then
next batch print.
Select for Release Manual Work Select whether to release this work order.
Order Selection
Send Via Purchase Orders Select one of these sending options.
print
Vendor Preferred—Select to print the purchase order
according to the Preferred Order Method in the vendor
record.
Paper—Select to send the purchase order to the printer.
Fax—Select to send the purchase order by fax to the
specified vendor.

Seniority Employees Employee’s seniority level, as defined by your site.

Separate Stock Generate Purchase Select to create separate purchase orders for stock items and
Items from Non- Orders for non-stock items.
stock Items
Sequence No. Inventory Unique identifier for inventory transactions. MP2
automatically increments this number each time a
transaction is posted to the Inventory Transaction History
table.
Serial No. Many Serial number of the equipment.
Series Legend graph print Select to display a legend for the graph.
Service Code Many Unique code identifying the service.
Service Contract Equipment Unique code identifying the service contract for the
No. equipment. If the equipment is covered under a service
Service Contracts contract, this number is user-defined, and may be the same
as the contract number.

FIELD DEFINITIONS 301

Field Form/Dialog Box Definition
Shadows Tasks Code identifying each task that the current task shadows.
Shewhart graph print For Time Series or Categorical, select to display a line
showing the Shewhart value for the groups. Shewhart
measures the precision of the data by comparing duplicate
standards or samples.
Shift Employees Employee’s shift. You may use letters or numbers to
indicate shifts.
One Week Labor
Schedule
Shipping Purchase Order Charge for delivery of the line items.
Revisions
Purchase Orders
Purchasing History
Shipping Terms Many Specifies what is included in the cost of delivery, such as
FOB, ex-Factory, FAS, C&F, and CIF.
Ship Rate Quick Receive Additional cost for shipping the order.
Receive Items
Ship Via Many Specifies how the carrier will ship the order, e.g., ground,
air, etc.
Shortage Parts Availability Deficit of the part, calculated in this way:
Shortage = (Reserved + Required Qty) - (On
Hand + On Order)
A Shortage of “0” does not necessarily mean that the part is
available in stock. The part could be on order.
Show Tips at Tip of the Day Select to have a Tip of the Day display when starting MP2.
Startup
Show Tooltips Toolbar Select to display a button description when users hover the
cursor over a Toolbar button.
Signal Tag Equipment Reference number or code for a data acquisition device.
Single Equipment Generate Work Select to generate work orders for tasks having only one
Tasks Orders equipment.
Single Sheet label print Select to print the labels in single sheets.
Single Source Many Select to indicate that the line item has been approved to be
ordered from a specific vendor (no other bids considered).
Single Source Inventory Select to indicate that a single-source vendor provides this
Vendor item.
Site Many Physical locations for the company. For example, Acme
Manufacturing has sites located in Atlanta, Chicago, and
Denver.
Size Font Select a character size for the text.

302 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Skill Level Employees Employee’s skill level, as defined by your site.
Social Security No. Employees Employee’s social security number.
Solution Code Solutions Unique code identifying the solution for the equipment
failure, for example, REPL-BELT (replacement belt).
Sort By Generate Work Select field(s) by which to sort the current form, generated
Orders work orders, reports, labels, etc.
graph print
label print
Sort Name Sort After specifying the sort criteria, enter a name for the sort,
and then click Save.
Spare-parts Code Equipment Unique code identifying the spare parts list.
Spare Parts
Update Spare Parts
Lists
Specifications Many Notes or comments, such as quality notes, range of sizes or
colors, or availability if it is an item used seasonally, about
the item. MP2 prints this information on purchase orders.
Stacked graph print Select to display the graph in stacked form.
Standard Deviation graph print For Time Series or Categorical, select to display 4 lines
showing +3, +2, -2, and -3 standard deviations from the
mean for your data groups.
Starting Asset No. Generate Asset Number with which to begin your asset codes.
Numbers
If you plan to generate 100 codes, and the starting code is 1,
enter 001 for Starting Asset No. to accommodate all 100
codes.
Starting Date Many Starting date of the contract or asset value.
For VendorsBlanket POs, the beginning of the time
period in which the blanket PO is in effect.
For ABC Analysis The first date of the date range for
which to include inventory usage history when assigning
ABC classification to each item.
For Financial PeriodsThe first day on which a given
financial period is open.
Starting Location Generate Asset Location code with which to begin the sequence of location
Locations codes.
If you plan to generate 100 codes, and the starting code is 1,
enter 001 for Starting Location to accommodate all 100
codes.

FIELD DEFINITIONS 303

Field Form/Dialog Box Definition
Startup Date Equipment Date the equipment was put into service.
Service Contracts
State Many State or province. Use two-character postal abbreviations.
State Code State/Province Code for the area you are defining. Use postal code when
Codes applicable.
State Name State/Province Full name of the state.
Codes
Status Many For Work Orders and Call-in Requests, select one of these
options.
Open—Work is in progress.
Ready—The work is not currently in progress. If the
scheduled start date falls within the work order generation
date range, MP2 includes these work orders along with all
due tasks during work order generation and then changes
the status to Open.
Hold—Work is temporarily delayed. If the scheduled start
date falls within the work order generation date range, MP2
includes these work orders during a manual work order
generation and then changes the status to Open. MP2 does
not include these work orders during an automatic
generation.
Completed—Work is complete. You have added all
additional information to the record, and the work order is
ready to close. MP2 transfers all Completed work orders to
work order history the next time you close work orders.

Ready—Purchase order has not been printed, nor have any

line items been received
Open—Purchase order has been printed, submitted to
vendor, and is ready to receive line items
Receiving—At least one line item has been received
All Received—All line items have been received
Completed—The purchase order is ready to be closed
For Item Status, select one of these status values.
Approved—Item has been approved for ordering
Not Approved—Item has not been approved for ordering
Pending—Item does not exist in a requisition or purchase
order
PO Ready—Item exists on a Ready purchase order
Order Placed—Item exists on an Open purchase order

304 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Std. Deviation Statistical The sample standard deviation, calculated by MP2 in this
Predictive way:
Maintenance

where: n = number of data points and yi ∈{y 1 , y 2 , y3 ,…yn }

= the set of all data points
Stock Item Inventory Indicates whether this is a stock item. If Stock Item = No,
MP2 designates this as a non-stock item. You may separate
stock items from non-stock items in the requisition/purchase
order generation process.
If you select No, MP2 calculates when to order the item by
this formula.
Qty available = Qty on hand – Qty
reserved
If you select Yes, MP2 calculates when to order based on
the Reorder Method.
Strikeout Font Select to display/print a line through the text.
Sub-location 1 Many Specific location of the equipment, item, work, etc.
Sub-location 2
Sub-location 3
Substitute Item No. Inventory Items that can be used in place of this item.
Subtitle report print Subtitle to print or display on the report.
Subtotal Purchase Order Total cost of all ordered line items in this purchase order,
Revisions excluding tax.
Purchase Orders
Purchasing History
Supervisor Employee The employee code identifying the employee’s supervisor.
This person receives escalated pages originally sent to the
employee.
Symbol Purchase Order Symbol identifying the currency for the order. For example,
Revisions $ or £.
Purchase Orders
Purchasing History
Tabular (With Page Setup Select to print the report in tabular format with a grid.
Grid)

FIELD DEFINITIONS 305

Field Form/Dialog Box Definition
Tabular (Without Page Setup Select to print the report in tabular format without a grid.
Grid)
Task Duration Tasks Number of days required to complete the task. MP2 divides
Estimated Labor Hours on the Details page by the number
of days specified in this field.
Task No. Many Unique code identifying a scheduled task.
Taxable Many Indicates that the item is taxable.
For Inventory, select to calculate and add the tax percentage
from the vendor record when preparing a requisition.
Tax Charge Purchase Order For the Costs page, the total tax on all items. You must
Revisions define a tax percentage in the vendor record.
Purchase Orders For the Tax page, the total amount charged in taxes for the
current line item.
Purchasing History
Tax Code Purchase Order Unique code identifying the tax.
Revisions
Purchase Orders
Purchasing History
Vendors
Tax Name Purchase Orders The name identifying the type of tax.
Purchasing History
Tax Information
Tax Rate Purchase Orders Tax rate to apply to purchases. Enter the number
representing the percentage of tax. For example, if the tax is
Purchasing History 5%, enter 5.
Tax Information
Tax Type Purchase Order Type of tax. Select Sales if the tax is applied when you
Revisions purchase the line item. Select Use if the tax is applied when
you use the line item.
Purchase Orders
Purchasing History
Vendors
Telephone No. Many Phone number.

Tenant Many Unique alphanumeric code identifying the tenant. Use the
tenant’s name, where applicable.
Text Options Select, from the list, the color desired for the text of
required or read-only fields.

306 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Text Reading Statistical If the measurement is not numeric (e.g., Low, Med, High),
Predictive enter the value here. You may also enter numeric values
Maintenance here to produce a graph showing the number of occurrences
of each value over the analysis period.
Texture Options Select, from the list, the texture desired for the background
of forms and dialog boxes.
Then By Many Select a second or third field by which to sort.
Time Many Time the activity (meter reading, inventory transaction)
took place. Defaults to current time.
Time Down Production Time you plan to shut down the equipment.
Scheduling
Time Last Modified Purchase Order Time that the purchase order was last edited.
Revisions
Purchase Orders
Purchasing History
Requisition
Time Scanned Barcode Time the item was scanned.
Transactions
Time Series graph print Select for the graph or report to display one or more values
over a time period.
Time Up Production Time you plan to restart the equipment.
Scheduling
Title report print Title for the report.
Titles graph print Titles for the graph.
To/From Quick Check-out/ Indicates that the transaction was made to or from an
Return employee or a vendor.
To/From No. Quick Check-out/ Employee or vendor code to which to check out or from
Return which to return the item.
To Account Code Purchase Orders The expense or write-off account code that was charged
when the item was checked-out or adjusted, respectively.
To Cost Center Purchase Orders The new equipment, employee, or location cost center that
was charged for the inventory item.
To Location Inter-Warehouse Location to which to move or transfer the item.
Transfer
Move Stock
Toolbar Toolbar Select to display the toolbar.
Top (Titles) graph print Title on the top margin of the graph.
Top (Label label print Top margin of the text within each label.
Margins)

FIELD DEFINITIONS 307

Field Form/Dialog Box Definition
Top (Page Margins) label print Top margin of each sheet of labels.
Total Purchase Orders Total cost of all ordered line items, including tax, shipping,
and miscellaneous charges.
Purchasing History
Total Adjusted Inventory Current value of the item on hand.
Value
Total Available Labor Assignment Total number of hours available for this employee on this
Hours day or week, calculated as the difference between
One Week Labor Unscheduled Hours and Scheduled Hours
Schedule
Total Cost Costs for WO No. For Costs for WO No. and Total Cost, the total material and
labor cost to-date for the work order or equipment.
Quick Work Order
Update For Work Orders and Work Order History, the total contract
labor or parts cost.
Total Cost
Work Order
History
Work Orders
Total Labor Cost Costs for WO No. Total employee and contract labor cost for the work order.
Total Open Vendors Total value of line items ordered, but not received, from the
vendor.
Total Payment Service Contracts Current value calculated by MP2 by adding the current
Total Payment + Amount Paid.
Total Received Vendors Total value of line items ordered and received from the
vendor.
Total Tax Charge Purchase Orders The total amount charged in taxes for the purchase order.
Purchasing History
Total Usage EOQ Analysis Total usage of the item.
Total Value Item Status Current total value of all items on hand, calculated in this
way:
Total Value = Qty on Hand X Avg Unit Cost

To Warehouse Inter-Warehouse Warehouse to which to move or transfer the item.

Transfer
Move Stock
To Warehouse Inventory Warehouse to which you returned item.
Transaction Date Item Status Date the transaction took place.
Purchase Orders
Purchasing History
Requisitions

308 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Transaction Time Item Status Time the transaction took place.
Purchase Orders
Purchasing History
Requisitions
Transaction Type Inventory Type of inventory transaction:
Purchase Orders Inventory Checkout
Purchasing History Inventory Return
Requisition Stock Level Adjustment
Inventory Quick Receive
Physical Inventory
Move Stock Items
Inter-warehouse Transfer
Purchase Receive
Purchase Fix
Type Many Classification of items or assets.
Type Description Assets Description of the asset type.
Asset Types
Underline Font Select to underline the text.
Under Warranty Many Checks the warranty date, if any, in the equipment record
and indicates whether an active warranty exists.
Unit Units of Measure Unit by which the line item is measured or purchased.
and Purchase
Unit Cost Many Unit cost of this line item.
For Vendors and Purchase Orders, this refers specifically to
the cost of this line item from that vendor.
Unit Cost (MC) Purchase Order Cost per unit of the line item, including multi-currency.
Revisions
Purchase Orders
Purchasing History
Unit of Measure Many Unit by which this line item is measured, such as EACH or
GALLON.
For Equipment-Meters, the unit by which the meter is
measured.
Unit of Purchase Many Unit of purchasethe increment in which this line item is
ordered; for example, EACH, GALLON, or CASE.
Unit of Weight Many Unit by which you weigh the line items.

FIELD DEFINITIONS 309

Field Form/Dialog Box Definition
Units Statistical Unit of measurement for which you take readings, such as
Predictive RPM or DEGREES.
Maintenance
Unit of measure (UOM) and unit of purchase (UOP) for
Unit of Measure inventory items.
and Purchase
Unit Weight Many Weight of one unit of this item.
Unscheduled Hours Labor Assignment Number of hours the employee is not currently scheduled
for the day or week.
One Week Labor
Schedule
UOM Many Unit by which this line item is measured, such as EACH or
GALLON.
UOW Purchase Order Unit of weight.
Revisions
Purchase Orders
Update Inventory ABC Analysis MP2 updates each inventory record to include a
classification of A, B, or C.
Update Order Qty EOQ Analysis MP2 updates the reorder quantity of the current item in the
Inventory form with the new reorder quantity from EOQ
analysis.
Usage Inventory Number of items used this month.
Usage History ABC Analysis Select to total the quantity used for each item and multiply
the quantity by the unit cost. Materials fall into either an A,
B, or C category based on the percentage of total value.
Use 1 Std. Deviation Statistical MP2 indicates a need for maintenance if readings fall below
Predictive or rise above 1 standard deviation.
Maintenance
Use 2 Std. Statistical MP2 indicates a need for maintenance if readings fall below
Deviations Predictive or rise above 2 standard deviations.
Maintenance
Use 3 Std. Statistical MP2 indicates a need for maintenance if readings fall below
Deviations Predictive or rise above 3 standard deviations.
Maintenance
Use Control Dates Statistical Select to include only the readings taken during the
Predictive specified date range to calculate the mean and standard
Maintenance deviation.
Starting Date —Beginning date of range used.
Ending Date —Ending date of range used.
Use Custom Texture Options Select to use your own texture for the backgrounds of forms
or dialog boxes.

310 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Use Daily Average Statistical MP2 averages the daily readings for a measurement and
Predictive uses them in addition to individual readings. Using daily
Maintenance averages will “smooth” the graphical analysis of a
measurement you take more than once per day.
Used (MTD) Inventory Total quantity of this item used so far this month.
Used (YTD) Inventory Total quantity of this item used so far this year.
Use Manufacturer’s Statistical MP2 indicates a need for maintenance if readings fall below
Specifications Predictive or rise above limits recommended by the manufacturer.
Maintenance
User-defined Field Purchase Orders User-defined. Enter necessary receipt information.
Purchasing History
User-defined Field Many Additional fields you may customize for your site’s needs.
1- 10
User ID Inventory Unique alphanumeric code identifying the MP2 user.
Line Item Status For Inventory-History, the user who entered the transaction.
Audit History If you have not yet set up security, enter the default User ID
of SYSTEMUSER.
Purchase Order
Revisions For Purchase Order Revisions, the user who last modified
the purchase order.
Purchase Orders
For Line Item Status Audit History, the user who last
Purchasing History modified the line item status.
Use Standard Options Select to use one of the standard textures for the
Texture backgrounds of forms and dialog boxes.
Utilization (%) Labor Assignment Percentage of available hours utilized, calculated in this
way:
One Week Labor
Schedule Utilization (%) = (Scheduled Hours / Total Available
Hours)

Value Many Value of the specified field that MP2 uses when selecting
records for generation, reports, graphs, labels, analysis, or
forms.
For Equipment-Meter and Quick Meter Entry, the meter
reading taken at the specified date and time.
Value to Calculate graph print Select a value to analyze from the drop-down list.
Variable Exists Equipment Types Indicates whether a variable exists for the equipment type.
Vendor Branch Many Vendor’s location, generally a city.
Vendor Email Many Vendor’s email address.

FIELD DEFINITIONS 311

Field Form/Dialog Box Definition
Vendor ID Many Unique code identifying the vendor from which the
equipment was purchased, inventory is ordered, who is
providing the service contract, who is performing the work,
who supplies the line item, or from which you are
requesting a quote.
Vendor Labor Cost Equipment Total vendor labor cost to-date for equipment maintenance
or repair. MP2 obtains this information from closed work
Service Contracts orders only.
Vendor Name Many Description of the selected vendor, usually its full name.
Vendor Pager No. Many Vendor’s pager number.
Vendor Preferred Purchase Orders Select to print the purchase order according to the entry in
print Preferred Order Method on the Ordering page of the
Vendors form.
Vendor’s Address 1, Purchase Order Vendor’s contact information.
2, and 3, City, State, Revisions
Postal Code,
Quotations
Country, Telephone
No., Extension, and
Fax No.
Vendor’s Contact Quotations The vendor representative that provides the price quotation
for the line item.
Vendor’s Item No. Many Number the vendor assigns to this line item.
Vendor Type Vendors Specifies whether this vendor is a Supplier, Contractor, or
OEM/Mfg.
Vertical label print Size of the vertical spaces between each label (spacing
between rows).
Visible Fields report print The fields that MP2 prints or displays on the report.
Volume Inventory Volume of the item.
Wage Code Employees Employee’s wage code, if you use wage codes. MP2 allows
each employee to have multiple wage codes.
Quick Work Order
Update
Work Order
History
Work Orders
Warehouse Many Warehouse in which you store inventory.
Warehouse Account Many Account Code for the warehouse.
Code
Warehouse Cost Many Cost Center for the warehouse.
Center

312 FIELD DEFINITIONS

Field Form/Dialog Box Definition
Warranty Equipment Expiration date of the equipment warranty.
Expiration Date
Service Contracts
Weight Inventory Weight of the item.
Purchase Order
Revisions
Purchase Orders
Width/Label label print The width of the label.
Dimensions
With Shortcut Keys Toolbar Select to display the shortcut key with the tooltip when
users hover the cursor over a button.
WO Location Inventory If you charged the line item to a work order, this is the
location at which the work was performed.
WO No. Many Unique code identifying the work order.
Work Date Quick Work Order Date the work was performed.
Update
Work Order
History
Work Orders
Working Day Employee and Site Indicates that the site will operate on the specified date.
Scheduling
Even if the date is on a weekday that the site does not
normally operate, MP2 will generate work orders on this
date.
Work Order Productivity for Estimated Labor hours divided by Actual Labor hours.
Productivity % WO No.
Work Priority Equipment Priority calculated by MP2. Choose Refresh Current
Work Priority from the options menu to recalculate this
Manual Work field.
Order Selection
Work Orders
WO Sub-Location 1 Inventory If you charged the line item to a work order, this is the sub-
location at which the work was performed.
WO Sub-Location 2
WO Sub-Location 3
WO Type Many Code identifying the type of work to perform.
Write-off Account Inventory Account code for the line item when you write it off. For
Code example, if you count inventory and find a line item that
Adjust Stock should be in inventory is not, charge it to the write-off
account.
X Grid graph print Select to display a grid line for each X-axis value.
X Labels graph print Select to display a label for each X-axis value.

FIELD DEFINITIONS 313

Field Form/Dialog Box Definition
Year Budget The year for the activity.
Y Grid graph print Select to display a grid line for each Y-axis value.
Y Labels graph print Select to display a label of each Y-axis value.
Zoom% Print Preview Percentage of the report or labels with respect to the
“normal” size (100%). Enter a percentage manually or click
to zoom in (enlarge) and click to zoom out (reduce).

314 FIELD DEFINITIONS

APPENDIX B:
FILTER OPERATORS

With filter operators, you may select records to display in a form or to include in a report. For
example, you may filter the Work Orders form to view only the work orders pertaining to a particular
piece of equipment.
Refer to “Selecting Records” in Chapter 17: Reports, Graphs, and Labels for more information.

Operator Definition
is equal to Records that contain the Value in Field Name.

is not equal to Records that contain a value other than the Value in Field Name.

is greater than Records that contain a value that is greater than the Value in Field Name.

is less than Records that contain a value that is less than the Value in Field Name.

is greater than or Records that contain a value that is greater than or equal to the Value in
equal to Field Name.

is less than or Records that contain a value that is less than or equal to the Value in Field
equal to Name.

is blank Records that contain no value in Field Name.

is not blank Records that contain any value in Field Name.

is between Records that contain a value, in Field Name, between Value and And
(inclusive).

is not between Records that do not contain a value, in Field Name, between Value and And
(inclusive).

contains Records that contain the Value in Field Name. The field does not have to
match the filter value exactly, but must contain it within its contents.

315
Operator Definition
does not contain Records that does not contain the Value in Field Name.

matches pattern Records that matches the specified Value and pattern in Field Name. You
may use the wildcard characters ? and * with this operator selection.

Use ? to include records that contain the value plus any single character

Use * to include records that contain the value plus zero or more characters

does not match Records that does not match the specified Value and pattern in Field Name.
pattern You may use the wildcard characters ? and * with this operator selection.

Use ? to include records that contain the value plus any single character

Use * to include records that contain the value plus zero or more characters

316 FILTER OPERATORS

APPENDIX C:
FORMS AND DIALOG BOXES

Forms
Form Name Choose
Account Codes Activities | Inventory | Accounts

Addresses Activities | Purchasing | Addresses

Assets Activities | Assets | Assets

Asset Locations Activities | Assets | Locations

Asset Types Activities | Assets | Types

Asset Physical Counting Activities | Assets | Physical Counting

Attendance Codes Activities | Labor | Attendance Codes

Batch Work Order Quick Update Activities | Work Orders | Batch Work Order Quick Update

Budget Activities | Budget

Call-in Requests Activities | Work Requests | Call-in Requests

Cost Centers Activities | Equipment | Cost Centers

Crafts Activities | Labor | Crafts

Departments Activities | Equipment | Departments

Employees Activities | Labor | Employees

Employees Scheduling Activities | Scheduling | Employees

Equipment Activities | Equipment | Equipment

317
 Form Name Choose
Equipment Types Activities | Equipment | Equipment Types

Equipment Variables Activities | Equipment | Equipment Variables

Exchange Rates Activities | Purchasing | Exchange Rates

Expense Classes Activities | Work Orders | Expense Classes

Failure Analysis Activities | Equipment | Failure Analysis

General Ledgers Activities | Equipment | General Ledgers

Inventory Activities | Inventory | Inventory

Inventory Sites Activities | Inventory | Sites

Inventory Types Activities | Inventory | Inventory Types

Inventory Warehouses Activities | Inventory | Warehouses

Item Status Activities | Purchasing | Item Status

Line Item Status Audit History Activities | Purchasing | Line Item Status Audit History

Manufacturers Activities | Inventory | Manufacturers

Nameplates Activities | Equipment | Nameplates

On-site Requests Activities | Work Requests | On-site Requests

On-Site Request History Activities | Work Requests | On-site Request History

Payment Terms Activities | Inventory | Payment Terms

Physical Inventory Activities | Inventory | Physical Inventory

Production Schedule Activities | Scheduling | Production

Projects Activities | Work Orders | Projects

Purchase Orders Activities | Purchasing | Purchase Orders

Purchase Order Revisions Activities | Purchasing | Purchase Order Revisions

Purchase Order Types Activities | Purchasing | Purchase Order Types

Purchasing History Activities | Purchasing | Purchasing History

Quick Check-out/Return Activities | Inventory | Quick Check-out/Return

Quick Meter Entry Activities | Equipment | Quick Meter Entry

Quick Receive Activities | Inventory | Quick Receive

Quick Work Order Update Activities | Work Orders | Quick Work Order Update

Quotations Activities | Purchasing | Quotations

318 FORMS AND DIALOG BOXES

 Form Name Choose
Reasons for Failure Activities | Equipment | Reasons for Failure

Reasons for Outage Activities | Equipment | Reasons for Outage

Requisitions Activities | Purchasing | Requisitions

Reserved Items Activities | Inventory | Reserved Items

Return Reason Codes Activities | Purchasing | Return Reason Codes

Service Codes Activities | Purchasing | Service Codes

Service Contracts Activities | Equipment | Service Contracts

Site Scheduling Activities | Scheduling | Sites

Solutions Activities | Equipment | Solutions

Spare Parts Activities | Equipment | Spare Parts

Statistical Predictive Activities | Statistical Predictive Maintenance | Statistical

Maintenance Predictive Maintenance

Tasks Activities | Tasks | Tasks

Task Instructions Activities | Tasks | Instructions

Tax Information Activities | Purchasing | Tax Information

Tenants Activities | Work Requests | Tenants

Timekeeping Activities | Labor | Timekeeping

Units of Measure and Purchase Activities | Inventory | Units of Measure and Purchase

Update Spare Parts Lists Activities | Equipment | Update Spare Parts Lists

Vendor List Activities | Inventory | Vendor List

Vendors Activities | Inventory | Vendors

Work Orders Activities | Work Orders | Work Orders

Work Order History Activities | Work Orders | Work Order History

Work Order Types Activities | Work Orders | Work Order Types

Work Order Scheduling Activities | Scheduling | Work Orders

FORMS AND DIALOG BOXES 319

Dialog Boxes
Dialog Box Name Choose
ABC Analysis Activities | Inventory | ABC Analysis

About MP2 Enterprise Help | About MP2…

Active Purchase Orders Activities | Inventory | Vendors | Option Menu | Show

Active Purchase Orders

Adjust Stock Level Activities | Inventory | Inventory | Option Menu | Adjust

Stock

Asset Value Activities | Equipment | Equipment | Option Menu |

Asset Value

Check Out Items Activities | Inventory | Inventory | Option Menu | Check

Out

Close Purchase Orders Activities | Purchasing | Close Purchase Orders

Costs for WO No. Activities | Work Orders | Work Orders | Option Menu |
Material and Labor Cost

Edit Nameplate Activities | Equipment | Equipment | Option Menu |

Nameplates | Edit Nameplates

Edit the Structure of Equipment Activities | Equipment | Equipment | Option Menu |

Variable Equipment Variables | Edit Equipment Variable

Edit the Structure of Nameplate Activities | Equipment | Equipment | Option Menu |

Nameplates | Restructure Nameplate

EOQ Analysis Activities | Inventory | EOQ Analysis

Equipment Locations Activities | Equipment | Locations

Export to Microsoft Project Activities | Work Orders | Export to Microsoft Project

Generate Asset Locations Activities | Assets | Generate Locations

Generate Asset Numbers Activities | Assets | Generate Numbers

Generate Purchase Orders Activities | Purchasing | Generate Purchase Orders

Generate Quotations Activities | Purchasing | Generate Quotations

Generate Requisitions Activities | Purchasing | Generate Requisitions

Generate Work Orders Activities | Work Orders | Generate Work Orders

Help Topics: MP2 Help Help | MP2 Help Topics

Help Topics : Windows Help Help | How to use Help

Item Status Activities | Inventory | Inventory | Option Menu | Item

Status

320 FORMS AND DIALOG BOXES

 Dialog Box Name Choose
Locations Activities | Equipment | Locations

Move Stock Activities | Inventory | Inventory | Option Menu | Move

Stock

Parts Availability Activities | Equipment | Equipment | Option Menu |

Parts Availability

Parts Availability Activities | Equipment | Spare Parts | Option Menu |

Parts Availability

Physical Counting Sheets Activities | Inventory | Physical Inventory | Option

Menu | Print Counting Sheet

Print Receiver Item Labels Activities | Purchasing | Print Receiver Item Labels

Purchase Orders Activities | Purchasing | Print Purchase Orders

Purchase Orders with Exchange Activities | Purchasing | Purchase Orders | Option

Rate Menu | Print PO with Exchange Rate

Purchasing Receiving Status Activities | Purchasing | Purchase Orders | Option

Menu | Receive Items | Option Menu | Receiving
Status

Purge SPM Data Activities | Statistical Predictive Maintenance |

Statistical Predictive Maintenance | Option Menu |
Purge SPM Data

Purge Timekeeping Records Activities | Labor | Timekeeping | Option Menu | Purge

Timekeeping Records

Quick Receive Activities | Purchasing | Quick Receive

Quotations Activities | Purchasing | Print Quotations

Recalculate Labor Hours Activities | Tasks | Tasks | Option Menu | Recalculate

Labor Hours

Recalculate Task Durations Activities | Tasks | Tasks | Option Menu | Recalculate

Task Durations

Receive Items/Services Activities | Purchasing | Purchase Orders | Option

Menu | Receive Items/Services

Remove On-site Request History Activities | Work Requests | Remove On-site Request
History

Requisitions Activities | Purchasing | Print Requisitions

Return Items/Services Activities | Inventory | Inventory | Option Menu | Return

Items/Services

Set Invoice Number Activities | Purchasing | Purchase Orders | Option

Menu | Set Invoice Number

FORMS AND DIALOG BOXES 321

 Dialog Box Name Choose
Tip of the Day Help | Tip of the Day

Toolbar View | Toolbar

Total Cost Activities | Equipment | Equipment | Option Menu |

Total Cost

Tracking Transactions Activities | Inventory | Physical Inventory | Option

Menu | Update Stock Level

Work Order Projection Activities | Work Orders | Projection

322 FORMS AND DIALOG BOXES

GLOSSARY

ABC analysis Analysis used to group inventory items by usage: high (A), medium
(B), and low (C).
add-ons Supplementary products for your MP2 system, including Barcode,
OSHA Regulations, etc.
alphanumeric Any letter, number, or symbol.
ASCII American Standard Code for Information Interchange; a sequence of
128 standard characters.
asset Any item for which you want to track information such as depreciation,
location, value, etc. Assets do not have to be equipment, but
equipment can also be assets.
asset types Categories of assets with common characteristics.
attendance exception Exception to the regular workday, such as vacation, sick, holidays, etc.;
also referred to as “scheduling exception.”
audit trail MP2 function that traces user actions, such as insertions, deletions,
and modifications of records, which helps a facility comply with federal
regulations. Only the System Administrator can set up an audit trail.
axis The horizontal or vertical line that defines the range of values plotted
on a graph. The x-axis is the horizontal line and the y-axis is the vertical
line.
backlogged work Work orders that have surpassed their scheduled finish date.
order
batch printing Procedure of selecting multiple records to print all at one time.
blanket PO Purchase order to a particular vendor that does not contain pre-
determined items, quantities, or costs.
branch A division of a larger group.
browse To look through a list of files or possible field entries.

323
button Graphical image that you click to perform an action.
case-sensitive Sort order based on lower and upper case letters. If your database is
case-sensitive and you enter BRNG-01 for an item number, when you
search for that item number, you must enter the search value in upper
case letters; otherwise, MP2 will not find the item.
check box Box that you can select or clear to set an option. You can select more
than one check box in a set.
child equipment Component of a piece of equipment.
click To select an item by placing the cursor on it and pressing the left
mouse button.
clipboard Temporary storage for cut or copied information, which can be inserted
into a record. The information remains in the clipboard until you cut or
copy again or exit MP2.
close To transfer “open” information from work orders, purchase orders, etc.
to history tables.
closed status Status of a work order, purchase order, or service request that indicates
that the task is complete and ready to transfer to history.
code Alphanumeric abbreviation that represents a longer title or description.
component Sub-unit of a piece of equipment. For example, the carburetor is a
component of a motor.
confirm-to address Address to which a vendor sends written confirmation of an order.
context-sensitive help Help about a specific field or form. When context-sensitive help is
activated, the cursor changes to a question mark and a pointer.
contract Agreement between a vendor and a customer that contains payment
and shipping terms for inventory that is ordered and received.
contractor Contract employee. Any person that is not officially employed by your
company but who performs work.
copy To duplicate information from its original source.
cost center Division that uses resources but does not directly generate revenue.
costs Usually refers to parts and/or labor costs associated with work orders.
counting sheets Hard copy lists that employees use to physically count inventory items
or assets.
craft Trade category of employees (e.g., mechanics or electricians).
crew Group of craft members assigned to a task or work order.
criteria Conditions that a record must meet in order to be selected during a
query.

324 GLOSSARY
current value Present monetary value of equipment calculated by subtracting
accumulated depreciation from the original equipment cost.
cut To remove information from one location and store it in the clipboard so
that it can be inserted into a different location.
data Information stored in a table.
data collection forms Forms you may use when collecting maintenance information for initial
input into MP2. You may print these forms from MP2’s Help.
database Organized collection of related information stored in tables. MP2 stores
all of your maintenance information in a database.
default When MP2 automatically enters information into a field.
delete To remove information permanently.
department Division of a facility comprised of related jobs to which expenses are
charged and purchases are receipted.
depreciation Systematic lessening of the basic value of an asset over its estimated
useful life.
desktop Appearance of the screen in MP2.
dialog box Message box that contains command buttons and options through
which the user can execute a command or task. When you open a
dialog, you cannot access any other options.
directory Location of a file or folder on the computer’s storage device.
double-click To select an item by placing the cursor on it and rapidly pressing the
left mouse button twice.
down time Number of hours a piece of equipment is out of operation during a task.
drop-down list Single line text box that opens to display more choices when you click a
downward pointing arrow.
duplicate schedule Type of task that is similar to a fixed schedule, except that MP2
generates a work order each time the next due date arrives. Even if an
open work order for a duplicate task exists in the Work Order table,
MP2 generates another work order and reschedules the next due date in
the task record.
EAM Enterprise Asset Management.
EOQ Economic Order Quantity—process by which MP2 finds an order
quantity and order frequency that minimizes the cost of inventory.
equipment Any item on which you perform and track maintenance.
equipment type Classification of equipment by function or purpose, which simplifies
comparisons of similar equipment.

GLOSSARY 325
equipment variables User-defined table in which you may define equipment fields that do
not appear on the Equipment form. Equipment variables allow you to
track changes to field values over time.
exchange rates Rate by which you may compare another country’s currency value to
United States dollars. Use exchange rates for vendors not in the United
States.
expense classes Categories identifying charges for maintenance tasks. Use expense
classes to track expenses for any user-defined task category.
export Function allowing you to copy MP2 data to another database file.
family, equipment All components of a piece of equipment, listed in outline form.
field A single topic of information in a record.
FIFO (First In First Out) Method of tracking inventory costs in which older
stock is used before newer stock. Using this method, current operating
costs and stock-on-hand values usually reflect nearly current purchase
prices.
file Collection of information stored under one name.
filter MP2 function that limits records included in reports or forms to those
that meet criteria you have established.
fixed schedule Type of task for which MP2 sets the due date for the next work order
according to a set frequency. MP2 will not generate a new work order
for a task if you have not yet closed the previous work order.
floating schedule Type of task for which MP2 resets the next due date for a task based on
the close date of the last work order.
font The typeface used, such as Times New Roman or Helvetica. In MP2,
you may not change the fonts of fields in non-tabular reports.
footer Text that MP2 prints at the bottom of a report. By default, MP2 may
print a note about the report in the footer.
form An object, in an easy-to-read format, in which you may view the
contents of one or more tables.
frequency Time interval at which a task is performed, such as daily, monthly, or
annually.
general ledger “Book” in which the accounting department records expenses and
revenues for pre-defined divisions, which helps them track costs.
graph Diagram showing a pictorial analysis of data.
graph series Data points being graphed.
graph style Type of graph, such as pie, bar, or 3D bar.

326 GLOSSARY
graphic Computer-generated or scanned picture that you can attach to
equipment or task records.
group To connect multiple filter conditions or pieces of information, creating a
single unit.
header Text that MP2 prints at the top of a report. By default, MP2 prints the
report name and facility name in the header.
hidden Not viewable to the current user; i.e., a hidden field, established with
MP2’s Security function.
history Database that holds information about maintenance activities that are
completed; for example, Work Order History or Purchasing History.
hold status Work order status that indicates that the work is not currently being
performed. If a work order status is “Hold,” and the Scheduled Start
Date falls into the work order generation date range, MP2 generates the
work order during Manual generation along with all due tasks.
home site Site that MP2 automatically displays when you log in or when you
insert records related to that site.
hot key Underlined letter in a menu title or a drop-down menu option that you
can press to select the menu or option. Activate a menu by holding
down ALT and pressing the underlined letter. Select a drop-down menu
option by pressing the underlined letter.
icon Graphic representing an MP2 form or function.
identification method Method by which you number, or code, your data for organization in
MP2.
import To bring in data from another source.
in service State of a piece of equipment that indicates that it is currently
operating.
inventory Part or tools that are used for maintenance.
key field Field or group of fields in an MP2 table used to order records and
ensure referential integrity. Establishing a key has three effects: (1)
prevents the table from containing duplicate records, (2) sorts the
records based on the key fields, and (3) creates a primary index for the
table.
key word Word or code that MP2 looks for in a field when performing a search.
keyboard shortcut Key or key combination that performs a MP2 function, eliminating the
need to access the menu bar. Keyboard shortcuts work only when the
menus are not active.
label Printed equipment information which can be attached to stock bins,
inventory items, or equipment.

GLOSSARY 327
labor Employee time used for work.
layout Appearance of the information on screen or when printed.
lead time Amount of time between placing an order with a vendor and receiving
the order.
leading zeros Extra zeros placed before lower numbers, for example single digits, so
that MP2 will sort the field correctly.
life Length of time a piece of equipment is considered to be useful.
LIFO (Last In First Out) Method of tracking inventory costs in which the
most recently acquired stock is used before older stock. Using this
method, purchase prices and operating costs reflect current prices, but
stock-on-hand values remain constant.
list view Displays a tabular listing of all the records in a form. Use this view to
quickly locate a specific record or to enter, view, or edit information on
many records at one time, in one location.
location Specific area in which you store inventory or house equipment, such as
a building, floor, or room.
login name Name or set of characters that allow you to access MP2.
lookup field Field in which you can enter a value or browse for a value in a lookup
form.
lookup form Form that lists all valid values for a corresponding lookup field. In
standard lookup forms, you select one value. In multiple-record lookup
forms, you can select several values.
lookup table Type of table containing all values for a specific field. Lookup tables
ensure that you enter valid values in certain fields.
maintenance Periodic work performed on a machine to replace or repair parts or
components.
master schedule A schedule containing the facility’s routine tasks for an extended
period of time, such as a year, which helps you gauge resource usage.
maximize To enlarge a window to its largest possible size.
mean Mathematical average.
memo field Field in which you enter extended text, such as a note or comment.
menu bar Horizontal strip across the top of the window that lists menu titles, such
as File or Edit. Open menus by clicking on the menu title or by holding
down ALT while pressing the underlined letter in the title.
meter Device used to measure usage of a piece of equipment by cycles or
time. A vehicle’s odometer, for example, measures usage of the vehicle
by miles.

328 GLOSSARY
minimize To reduce a window to an icon.
modem Device used to access and/or transfer information over a telephone line.
module Part of MP2 designed to manage specific maintenance functions.
Example: Purchasing module.
MP2 wizard MP2 feature that teaches you to perform functions by guiding you
through each step.
nameplate User-defined table in which you may define equipment fields that do
not appear on the Equipment form.
node Branch on the components tree.
non-inventory Item that is not a part or tool used for maintenance.
open To display a window, which contains information such as tables and
dialog boxes.
open status Work order status that indicates that the work is currently being
performed.
operator Specifies the relationship between the Value and Field Name listed in
the condition when defining filters.
optimistic locking MP2 function that ensures data integrity. If multiple users are working
on the same record simultaneously, MP2 accepts only those changes
posted first. If MP2 is running a process, only changes posted before it
reaches the record are incorporated.
options menu Menu that contains functions available only with the current open
form. Click the right mouse button on any form to open the options
menu, if one exists for the form.
orientation Position of the paper in relation to the text printed on it, either vertical
(portrait) or horizontal (landscape).
OSHA “Occupational Safety and Health Administration” regulations available
for placement in MP2 equipment, task, or work order records.
page Subsection of a form accessed by clicking a tab on the form.
parent, equipment Equipment record for which “child” or component records are listed.
parts Inventory items used for maintenance of equipment.
parts availability Actual number of parts available, after considering quantities on hand,
quantities reserved for work orders, and quantities on purchase orders.
password Code used in conjunction with a UserID to gain access to MP2.
paste To insert previously cut or copied information into a record.
path Location of files.

GLOSSARY 329
PDF files Portable Document Format files accessible with Adobe Acrobat Reader.
PDF files are stored on the MP2 CD and can be printed by the System
Administrator if additional copies of the documentation are needed.
physical inventory Process of “physically” counting your current stock and comparing the
levels to the quantities existing in MP2 inventory records.
post To update all related MP2 records and forms by closing a record after
you have completed working on it.
primary field Field that MP2 sorts records by. If multiple records contain identical
information in the primary field, MP2 performs a subsidiary sort of
those records using secondary and tertiary fields.
printer Prints the information processed by your computer; for example, MP2
reports and graphs.
project Particular job to which the work is related.
project tasks Tasks associated with a project.
projection A plan for future tasks and allocation of labor resources that achieves
maximum efficiency and utilization based upon estimated labor hours
required to complete the work order.
purchase order Used to order the inventory items and non-inventory items that have
been requisitioned.
purchasing center Manages all purchasing related issues for sites/facilities.
purge To remove old records from memory storage. Once records have been
purged, they cannot be retrieved.
queue Order in which MP2 processes information.
Quick Access bar Group of buttons that allows immediate access to MP2 forms and
reports.
quotations Requests to vendors for prices of parts and equipment.
radio button Round button in dialog boxes used to choose one option in a set.
read-only Access rights that allow users in a certain security role to be able to
only access and view fields, forms, or menu items. You set up read-only
access rights with MP2’s Security function.
Ready status Work order status that indicates that the work is not currently being
performed. If a work order status is “Ready,” and the Scheduled Start
Date falls into the work order generation date range, MP2 generates it
along with all due tasks.
reasons for outage Reasons why equipment is not in operation and needs maintenance.
(RFO) Use RFO codes to track and evaluate why work is being done.
receipt Acknowledgement that the requisitioned or ordered item has been
received.

330 GLOSSARY
receiving Taking possession of inventory delivered by a vendor, and entering the
receipt information in to MP2.
record Group of related fields of data.
record view Displays all information for a selected record. Use to view, enter, and
edit information in a record without opening several forms or reports.
refresh schedule MP2 function that calculates short and excess projected employee
hours.
report Information from tables that MP2 organizes for printing or previewing
on screen.
requested service Category of services based on common characteristics.
required field See key field.
requisitions Requests for approval from company authorities to purchase parts and
equipment.
reserved Parts allocated to work orders but not available for usage in another
area.
response time The duration between when work was requested and when it is
performed. MP2 calculates response time by subtracting the Request
time from the Scheduled time.
rollover count Number of times the meter has rolled over. MP2 calculates this when
the rollover point passes.
rollover point Point at which the meter rolls over.
save To record information in memory so that it can be retrieved later.
scheduling exception Exceptions to the regular workday, such as vacation, sick, holiday, etc.;
also referred to as “attendance exception.”
search MP2 function allowing you to query a certain field to find a specific
record.
select To choose an item by clicking on it. Selected text appears highlighted.
service contract Purchased extended warranty on a piece of equipment.
shadowing Option when creating task records that generate at different intervals
but that contain the same instructions. Shadowing tasks avoids
generating duplicate work orders.
ship-to address Address to which the vendor ships the ordered line items.
signal tag Reference number or code for a data acquisition device.
single source Vendor term that indicates no other bids are considered for a particular
item.

GLOSSARY 331
site Physical locations for the company. For example, Acme Manufacturing
has sites located in Atlanta, Chicago, and Denver.
sort To put records in alphabetic or numeric order according to the contents
of the primary field.
sort order Method by which your data is alphabetically or numerically ordered
within the data tables.
source table Table from which information is being copied (to a destination table).
spreadsheet Type of file to which MP2 exports tables.
standard deviation Statistical measure of variability calculated as the square root of the
average distance from a value to the mean.
statistical predictive Term used for using the manufacturer’s specifications or historical
maintenance analysis to predict equipment failure before the equipment actually
breaks down.
status bar Horizontal area at the bottom of the MP2 main window.
substitute item Inventory item that could be used in place of the listed inventory item,
if necessary.
tab A rectangular flap that appears at the top of an opened page, simulating
a tab on a file folder. To view a page in a form, click the correctly labeled
tab.
table Structure made up of rows and columns that contain information. MP2
stores all of your equipment information in one table, your inventory
information in a second table, and your work orders in a third table.
table view Displays a table in a row and column format.
tabular format Arrangement of information in a list.
task In MP2, work that is done on a regularly scheduled basis, such as
inspections or preventive maintenance.
text box Field into which you directly enter the requested information.
toolbar Group of buttons normally below the menu bar that you can click to
perform many MP2 functions without accessing the menu bar.
tooltip Pop-up description that MP2 displays when you hover the cursor over
a button.
transaction Change in inventory level, e.g., check-outs, returns.
tree view Displays records in their hierarchical relationships.
tutorial Sample MP2 data used to test and learn.
unscheduled work Work orders that have no scheduled start date. MP2 displays the
orders Scheduled Start Date for unscheduled work orders as 01/01/1900.

332 GLOSSARY
UOM Unit of Measure; unit by which this item is measured, such as EACH or
GALLON.
user-defined field Field in which you can add company specific information.
utilization Percent measurement of how efficiently resources, such as employee
and craft labor, are being used.
vendor Supplier of inventory or equipment, contract employee, or manufacturer
of equipment or inventory.
vendor address Address of the vendor from which you order items.
warehouse Warehouse in which you store inventory.
weighted averaging Method of tracking inventory costs using the average cost per unit.
MP2 calculates the average by adding the cost of the current inventory
to the cost of new purchases and dividing that sum by the total number
of units.
window An area on the screen that contains information.
work order Primary document used to authorize the assignment of work and the
allocation of parts to the maintenance and repair of equipment.
work order types Classification of work orders by function or purpose. You may generate
work orders or create reports and graphs based on work order types.
work request Requests for work from tenants (call-in requests) or company personnel
(on-site requests) entered by facility personnel.
working directory Directory currently in use.

GLOSSARY 333
INDEX

List View page, 207

A Record View page, 209
ABC analysis, 101 Asset Physical Counting form, 210
classifying items, 102 asset types
interpreting reports, 103 creating records, 206
ABC Analysis dialog box, 102 deleting, 32
accounts Asset Value dialog box, 80
creating records, 82 assets
deleting, 32 counting, 209
Active Purchase Orders dialog box, 55 adjustment report, 210
Activities menu, 12 entering counts, 210
add records, 25 initializing the table, 210
Add-On Guide contents, 5 printing counting sheets, 209
addresses creating records, 208
confirm to, 186 deleting, 32
purchase orders, 186 generating numbers, 207
ship to, 186 locations
vendors, 50, 186 deleting, 207
Adjust Stock Levels dialog box, 94 viewing, 209
Adobe Acrobat files, 6 reports, 236
ALT+BACKSPACE, 15 attendance codes
analysis creating records, 42
ABC, 101 deleting, 32
EOQ, 103 audit purchase orders line item status, 199
inventory, 259
types
categorical, 261 B
histogram, 262 Batch Work Order Quick Update form, 156
pareto, 260 blanket purchase orders, 188
time series, 260 approving requisitions, 189
work orders, 259 generating
approve purchase orders, 190
on-site requests, 138 requisitions, 188
requisitions, 175 setting up, 188
blanket purchase orders, 189 Budget form, 212
pre-approving, 174 budgets
Asset form, 208 analyzing, 212
Asset Locations form clearing the current, 213

335
 graphs, 213 keyboard shortcuts, 14
reports, 213 methods, 24
buttons MP2, 39
copy text, 13 purchase orders, 201
cut, 13 completed, 202
ditto, 13 individual, 201
filter, 13 selected, 201
help, 14 work orders, 158
iProcure, 14 individual, 158
open form, 13 multiple, 159
paste text, 13 Close Purchase Orders dialog box, 202
print, 13 comments, work orders
print preview, 13 adding, 152
radio, 34 copying to all equipment/locations, 153
records components, equipment, 70
copy, 13 confirm-to addresses, 186
find, 13 contractors, work orders, 150
find next, 13 copy
new, 13 records
number, 14 menu option, 25
paste, 13 procedure, 26
undo, 13 toolbar button, 13
refresh data, 13 text
remove filter, 13 keyboard shortcut, 15
save layout, 13 menu option, 25
sort ascending, 13 toolbar button, 13
sort descending, 13 cost centers
undo field, 13 adding to equipment records, 63
creating records, 60
costs
C equipment
calculate labor, 79
asset values, 79 maintenance, 79
equipment costs, 79 material, 79
inventory costs, 101 original, 63
inventory usage, 100 replacement, 63
call-in requests item
creating, 135 calculating, 101
deleting, 32 editing, 101
history, 137 entering, 84
scheduling, 136 purchase orders, 191
status, 137 requisitions, 173
submitting, 135 work orders
tenants, 134 labor, 157
Call-in Requests form materials, 157
Call-in Request page, 135 Costs for WO No. dialog box, 158
Schedule page, 136 count
Status page, 137 assets, 209
categorical reports and graphs, 261 adjustment report, 210
Change Key Values dialog box, 26 entering counts, 210
check boxes, 34 initializing the table, 210
Check Out Items dialog box, 91 printing counting sheets, 209
close inventory, 97
forms adjustment report, 98

336 INDEX
 entering counts, 97 filters, 30
posting counts, 97 keyboard shortcut, 15
printing counting sheets, 97 procedure, 32
crafts text, 25
adding scheduling information, 151 toolbar button, 21
creating records, 42 departments
deleting, 32 adding to equipment records, 63
tasks, 127 creating records, 60
work orders deleting, 32
projecting hours, 145 descriptions
scheduling information, 151 equipment, 62
CTRL+C, 15 items, 83
CTRL+DELETE, 15 tasks, 125
CTRL+END, 15 deviations, 220
CTRL+F, 15 dialog boxes, list of, 320
CTRL+F4, 14 ditto toolbar button, 13
CTRL+F6, 14 documentation
CTRL+HOME, 15 Adobe Acrobat files, 6
CTRL+N, 15 conventions, 6
CTRL+O, 15 organization, 5
CTRL+P, 15 drawings. See multimedia files
CTRL+S, 14 drop-down lists, 33
CTRL+TAB, 14 duplicate tasks, 126
CTRL+V, 15
CTRL+W, 14
CTRL+X, 15 E
CTRL+Z, 14 economical order quantity analysis. See EOQ
currency, exchange rates, 48 analysis
customize Edit Equipment Variable Table dialog box, 78
field backgrounds and colors, 15 Edit menu, 11
form backgrounds and colors, 15 Edit Nameplate dialog box, 76
Quick Access bar, 16 edit text, 25
toolbar, 17 Edit the Structure of Equipment Variable dialog box,
cut text 77
keyboard shortcut, 15 Edit the Structure of Nameplate dialog box, 75
menu option, 25 email reports, 231
toolbar button, 13 Employee Scheduling Exceptions dialog box, 112
Employee Scheduling form
normal working hours, 110
D scheduling exceptions, 111
data employees
adding records, 25 basic information, 42
collection forms, 18 creating records, 42
deleting records, 32 deleting, 32
entering in sequence, 18 items
entering into fields, 33 checking out, 90
guidelines for entering, 18 quick return, 93
inventory, analyzing, 259 returning, 92
refresh, 13 productivity, 160
sample, 7 scheduling
work orders exceptions, 111
analyzing, 259 regular hours, 110
dates, fields, 35 training information, 43
delete wage information, 44

INDEX 337
 work orders, 150 generating for, 144
Employees form Equipment form
Training page, 44 Components page, 71
Wage Rates page, 45 Financial Data page, 63
Enter Password dialog box, 10 History page, 80
EOQ analysis, 103 Meters page, 69
EOQ Analysis dialog box, 104 Record View page, 62
EOQ Analysis form, 105 Safety notes page, 64
equipment, 59 Spares page, 66
asset values, 79 equipment types
components, 70 creating records, 60
cost centers, 63 deleting, 32
costs Equipment Variables form, 77
labor, 79 exchange rates
maintenance, 79 creating records, 48
material, 79 deleting, 32
original, 63 Exchange Rates form, 49
replacement, 63 exit MP2, 39
creating records, 62 expense classes
definition, 59 creating records, 142
deleting, 32 deleting, 32
departments, 63 export reports, 230
descriptions, 62
downtime, 112
financial data, 63 F
general ledger numbers, 63 F1, 14
history, 80 F3, 15
locations, 60 fax purchase orders, 193
meters fields
adding, 68 check boxes, 34
updating readings, 69 customizing, 15
work orders, 156 dates, 35
multimedia files, 32 definitions
parents, 70 all, 265
reports, 236 general, 33
safety information, 64 drop-down lists, 33
service contracts entering data, 33
viewing equipment, 74 help, 8
spare parts lookup, 33
adding to equipment records, 65 memo, 34
creating lists, 65 next, keyboard shortcut, 14
updating from work order history, 66 previous, keyboard shortcut, 14
SPM, 217 radio buttons, 34
sub-locations, 60 rearranging, 34
tasks, 125 reports, 234
user-defined fields, 34 required, 33
variables resizing, 34
creating records, 76 text boxes, 33
deleting, 32 time, 35
editing, 78 undo
entering information, 78 keyboard shortcut, 14
viewing, 78 menu option, 26
work orders toolbar button, 13
adding, 149 user-defined, 34

338 INDEX
File menu, 11 restoring the default layout, 24
files saving layout
attaching, 32 keyboard shortcut, 14
saving, 38 procedure, 24
Filter dialog box, 28 switching among open forms, 22
filters toggling between, keyboard shortcuts, 14
applying, 30 toolbar, 21
conditions function keys
adding, 28 F1, 14
deleting, 28 F3, 15
displaying previous, 28
grouping, 29
joining, 29 G
next, 29 general ledger numbers
defining, 28 adding to equipment records, 63
deleting, 30 creating records, 60
modifying, 29 deleting, 32
operators, 315 generate
records, 28 blanket purchase orders, 190
removing purchase orders, 182
procedure, 30 quotations, 164
toolbar button, 13 requisitions
saving blanket purchase orders, 188
after modification, 30 efficient system, 170
public or private, 29 from quotations, 167
temporary, 29 work orders, 142
toolbar button, 13 using SPM limits, 219
financial data, equipment, 63 Generate Asset Locations dialog box, 206
find Generate Asset Numbers dialog box, 208
next record Generate Purchase Orders dialog box, 182
keyboard shortcut, 15 Generate Quotations dialog box, 164
toolbar button, 13 Generate Quotations form, 164
record Generate Requisitions dialog box, 170
keyboard shortcut, 15 Generate Requisitions form
procedure, 26 Available Vendors page, 189
toolbar button, 13 List View page, 171
Find dialog box, 27 Generate Work Orders dialog box
first record Options page, 143
keyboard shortcut, 15 Sort page, 144
toolbar button, 21 graph print dialog box
fixed tasks, 126 Gallery page, 253
floating tasks, 126 Options/Titles page, 253
footers, reports, 235 graphics. See multimedia files
forms graphs, 254
closing, 24 analysis
customizing, 15 inventory, 256
data collection, 18 work orders, 256
definition, 20 budgets, 213
help, 7 categorical, 261
list of, 317 histogram, 262
list view, 22 inventory analysis, 256, 262
lookup, 36 labels
opening previously opened forms, 22 X axis, 253
record view, 23 Y axis, 253

INDEX 339
 list of, 254 inventory, 82
margin titles, 253 ABC analysis
opening existing, 233 classifying items, 102
pareto, 260 interpreting reports, 103
previewing, 254 adjusting stock levels, 94
saving analysis, 263 analysis, 259
scheduling, 254 graphs, 256, 262
selecting type, 252 reports, 262
statistical predictive maintenance, 255 availability, 89
time series, 260 checking out, 90
titles, 253 costs
work orders, 256 calculating, 101
analysis, 256, 262 editing, 101
work requests, 255 entering, 84
X axis counting stock, 97
grid, 253 entering counts, 97
labels, 253 posting counts, 97
Y axis printing counting sheets, 97
grid, 253 printing the adjustment report, 98
labels, 253 creating records, 82
Graphs menu, 12 deleting, 32
guidelines for data entry, 18 EOQ analysis, 103
graphs, 256
history, 105
H locations, 84
headers, reports, 235 manufacturers, 56
help multimedia files, 32
complete list of topics, 7 notes, 87
Datastream web site, 8 ordering information, 84
field, 8 physical inventory, 97
form, 7 entering counts, 97
keyboard shortcut, 14 posting counts, 97
menu, 12 printing counting sheets, 97
tips of the day, 8 printing the adjustment report, 98
toolbar button, 14 quantities, 84
histogram reports and graphs, 262 quick return, 93
history receiving, 88
call-in requests, 137 reports, 238
equipment, 80 reserved parts, 99
inventory transaction, 105 returning, 92
on-site requests specifications, 87
editing, 139 stock
removing, 140 adjusting levels, 94
purchase orders, 202 checking out, 90
work orders, 159 counting, 97
hot keys, 14 moving, 95
quick check out, 93
quick return, 93
I returning, 92
insert records stock information, 83
keyboard shortcut, 15 substitute items, 86
procedure, 25 transactions
toolbar button, 21 history, 105
instruction lists, tasks, 124 inventory receive, 88
Inter-warehouse Transfer dialog box, 96
340 INDEX
 stock adjustment, 94
usage, 100
L
user-defined fields, 34 label print dialog box
vendors, 86 Custom page, 259
adding to inventory records, 86 Format page, 258
creating records, 50 Layout page, 257
items supplied, 51 labels
notes, 53 customizing dimensions, 258
ordering method, 52 items, 90
representatives, 54 modifying layout, 257
warehouses, 99 opening existing, 233
Inventory Analysis dialog box, 263 selecting formats, 258
Inventory form labor, 41
Costs sub-page, 85, 101 attendance codes, 42
History sub-page, 106 attendance exceptions, 45
Ordering sub-page, 84 calculating productivity, 160
Record View page, 83 crafts, 42
Specifications/Notes page, 88 employee records, 42
Stock sub-page, 84 reports, 240
Substitute Items page, 86 tasks
Usage sub-page, 100 adding hours, 127
Vendors page, 87 recalculating hours, 129
Inventory Item Cost dialog box, 84 timekeeping records
inventory types creating, 45
creating records, 82 purging, 46
deleting, 32 training information, 43
Inventory Warehouses form, 100 wage information, 44
invoice number, setting, 197 work orders
iProcure toolbar button, 14 assigning contract, 150
Item Status dialog box, 90 assigning employees, 150
Item Status form, 198 crafts, 152
items. See also inventory dividing contractor costs, 157
availability, 89 dividing employee costs, 155
descriptions, 83 productivity, 160
labels, 90 updating contractor hours, 157
purchase orders, 185 Labor Assignment dialog box, 117
receiving, 194 Labor Pool dialog box, 145
returning, 196 last record
status, 197 keyboard shortcut, 15
quotations, 166 toolbar button, 21
receiving Line Item Status Audit History form, 199
inventory quick receive, 88 list view forms, 22
purchasing quick receive, 194 locations
requisitions creating records, 60
adding to purchase orders, 177 definition, 60
removing from purchase orders, 178 inventory, 84
substitute, 86 removing, 61
vendors, 51 renaming, 62
tasks, 125
work orders
K adding, 149
key fields, 33 generating for, 144
keyboard shortcuts, 14 Locations form, 61
locking, 33
lookup
INDEX 341
 fields, 33 creating records, 75
forms deleting, 32
multiple-record, 36 editing, 78
standard, 36 entering information, 76
viewing, 78
Nameplates form, 75
M new records
Mail Login dialog box, 232 keyboard shortcut, 15
main window, 11 toolbar button, 13
Manual Work Order Selection dialog box, 146 next field, keyboard shortcut, 14
manufacturers next page, keyboard shortcut, 14
creating records, 56 next record
deleting, 32 keyboard shortcut, 15
notes, 57 toolbar button, 21
reports, 238 notes
Manufacturers form inventory, 87
Notes page, 57 manufacturers, 57
Record View page, 56 vendors, 53
means, 220 number of records, toolbar button, 14
measurements, 217
memo fields, 34
menu bar, 11 O
meters On-site Request History form, 139
equipment on-site requests
adding, 68 approving, 138
updating readings, 69 creating records, 137
work orders, 156 deleting, 32
modules, 4 history
move items editing, 139
between warehouses, 96 removing, 140
within a warehouse, 95 scheduling, 115
Move Stock dialog box, 95 On-site Requests form, 138
MP2 open
basics, 9 graphs, 233
documentation, 5 keyboard shortcut, 15
exiting, 39 labels, 233
graphs, 254 reports, 233
help, 7 toolbar button, 13
hot keys, 14 Open dialog box, 233
keyboard shortcuts, 14 operate
main window, 11 menu bar, 11
menu bar, 11 MP2 main window, 11
modules, 4 Quick Access bar, 12
new features, 2 operators, 315
sample data, 7 optimistic locking, 33
starting, 10 Options dialog box, 16
tips of the day, 7 outage, reasons for, 60
toolbar, 12
wizards, 6
multi-currency. See exchange rates P
multimedia files, 32 page down, keyboard shortcut, 15
Page Setup dialog box, 225
page up, keyboard shortcut, 15
N parent equipment records, 70
nameplates pareto reports and graphs, 260
342 INDEX
parts. See also inventory immediately after generation, 143
availability, 67 individual, 153
tasks, 127 multiple, 154
work orders, 151 print preview, toolbar button, 13
Parts Availability dialog box, 68 Print Setup dialog box, 230
password, 10 printers, changing, 230
paste Production Schedule form, 113
records Productivity for WO No. dialog box, 160
menu option, 26 project
procedure, 26 tasks, 131
toolbar button, 13 work orders, 113
text projects
keyboard shortcut, 15 creating records, 147
menu option, 25 deleting, 32
toolbar button, 13 Projects form, 147
payment terms Purchase Order Revisions form, 200
creating records, 82 purchase orders
purchase orders, 185 active, 55
vendors, 50 addresses
payments, service contracts, 73 confirm-to, 186
PGDN, 15 ship-to, 186
PGUP, 15 vendors, 186
physical inventory, 97 auditing line item status, 199
entering counts, 97 blanket purchase orders, 188
posting counts, 97 closing, 201
printing completed, 202
adjustment report, 98 individual, 201
counting sheets, 97 selected, 201
Physical Inventory form, 98 costs, 191
pictures. See multimedia files creating records, 183
preventive maintenance, 120 deleting, 32
previous field, keyboard shortcut, 14 exchange rates, 48
previous page, keyboard shortcut, 14 faxing, 193
previous record fulfillment information, 185
keyboard shortcut, 15 generating, 182
toolbar button, 21 blanket purchase orders, 190
print history, 202
data collection forms, 18 invoice number, 197
graphs, 254 items
keyboard shortcut, 15 adding, 185
labels for inventory items, 90 receiving, 194
purchase orders returning, 196
individual, 192 status, 197
multiple, 192 multimedia files, 32
quotations ordering information, 185
individual, 167 payment terms, 185
multiple, 167 printing
reports, 230 individual, 192
requisitions multiple, 192
individual, 176 receiving
multiple, 176 history, 203
toolbar button, 13 line items, 194
work orders return reason codes, 182
after scheduling, 118 returning line items, 196

INDEX 343
 revisions, 199 printing
service codes, 182 individual, 167
services multiple, 167
adding, 185 purging, 168
receiving, 194 Quotations form
returning, 196 Items page, 166
shipping terms, 185 Quotations page, 165
statistics, 55 Vendors page, 166
status, 190
tax codes, 187
taxes, 49 R
types, 182 radio buttons, 34
vendors readings
addresses, 186 meters, 68
Purchase Orders form SPM, 218
Costs page, 191 rearrange fields, 34
Line Items page, 184 reasons for failure codes. See RFF codes
Order page, 185 reasons for outage codes. See RFO codes
Record View page, 183 Recalculate Labor Hours dialog box, 129
Tax page, 187 Recalculate Task Durations dialog box, 130
Purchasing History form receive
Receipts page, 204 items
Record View page, 203 inventory, 88
purge purchase orders, 194
on-site request history, 140 requisitions, 178
quotations, 168 services
SPM readings, 221 purchase orders, 194
timekeeping records, 46 requisitions, 178
Purge SPM Data dialog box, 221 record view forms, 23
Purge Timekeeping Records dialog box, 46 records
adding, 25
copying, 26
Q definition, 25
quantities on hand, 84 deleting
Quick Access bar keyboard shortcut, 15
customizing, 16 procedure, 32
operating, 12 toolbar button, 21
Quick Access Bar dialog box, 16 editing, 25
Quick Check-out/Return form, 93 employees, 42
quick entry, work orders, 154 equipment, 62
Quick Meter Entry form, 70 filtering, 28
quick receive filters operators, 315
inventory, 88 first
purchasing, 194 keyboard shortcut, 15
Quick Receive dialog box, 194 toolbar button, 21
Quick Receive form, 89 inserting
Quick Start Guide contents, 5 keyboard shortcut, 15
Quick Work Order Update form, 155 procedure, 25
quotations toolbar button, 21
creating records, 165 inventory, 82
deleting, 32 last
generating, 164 keyboard shortcut, 15
items, 166 toolbar button, 21
multimedia files, 32 locations, 60

344 INDEX
 locking, 33 list of, 236
manufacturers, 56 manufacturers, 238
new opening existing, 233
keyboard shortcut, 15 page layout, 224
toolbar button, 13 pareto, 260
next previewing
keyboard shortcut, 15 data, 229
toolbar button, 21 with print preview, 229
on-site requests, 137 print information, 224
pasting, 26 printing, 230
previous purchasing, 240
keyboard shortcut, 15 saving, 38
toolbar button, 21 saving analysis, 263
purchase orders, 183 scheduling, 243
quotations, 165 sending, 231
requisitions, 171 sorting records, 227
searching, 26 statistical predictive maintenance, 244
service contracts, 72 tasks, 244
sorting, 31 time series, 260
reports, 227 vendors, 238
statistical predictive maintenance, 216 work orders, 248
tasks, 124 analysis, 262
tenants, 134 work requests, 245
undo, 26 Reports menu, 12
vendors, 50 representatives, vendors, 54
work orders, 148 required fields, 33
refresh data, toolbar button, 13 requisitions
remove approving, 175
filters for blanket purchase orders, 189
procedure, 30 pre-approving, 174
toolbar button, 13 costs, 173
locations, 61 creating records, 171
Remove On-site Request History dialog box, 140 deleting, 32
rename locations, 62 generating
report print dialog box efficient system, 170
Destination page, 224 for blanket purchase orders, 188
Fields page, 234 from quotations, 167
Header/Footer page, 235 items
Select page, 226 adding to purchase orders, 177
Sort page, 228 removing from purchase orders, 178
reports multimedia files, 32
assets, 236 pre-approving, 174
budgets, 213 printing
categorical, 261 individual, 176
emailing, 231 multiple, 176
equipment, 236 receipts, viewing, 178
exporting, 230 returns, viewing, 179
fields, 234 services
footers, 235 adding to purchase orders, 177
headers, 235 removing from purchase orders, 178
histogram, 262 unapproving, 175
inventory, 238 vendors, 175
analysis, 262 wizard, 6
labor, 240 Requisitions form

INDEX 345
 Approval page, 174 Select Sites/Purchasing Centers/Warehouses to View
Available Vendors page, 176 dialog box
Line Items page, 172 changing home, 38
Receipts page, 179 logging in, 10
Record View page, 172 Send Mail dialog box, 232
Returns page, 179 send reports, 231
Reserved Items form, 99 service codes, 182
reserved parts, 99 service contracts, 74
resize fields, 34 adding to equipment records, 73
restructure nameplates and equipment variables, 78 creating records, 72
Return Items dialog box, 92 deleting, 32
Return Items/Services dialog box, 196 payments, 73
return reason codes, 182 Service Contracts form
returns Contract page, 72
line items, 196 Equipment page, 74
requisitions, 179 services
revisions, purchase orders, 199 purchase orders
RFF codes, 60 adding, 185
RFO codes, 60 receiving, 194
returning, 196
requisitions
S adding to purchase orders, 177
safety information, equipment, 64 removing from purchase orders, 178
sample data, 7 Set Invoice Number dialog box, 197
save shadow tasks
data, exported, 38 adding, 128
files, 38 planning, 121
filters, 29 SHIFT+F3, 14
graphs, analysis, 263 SHIFT+F4, 14
reports, 38 SHIFT+TAB, 14
reports, analysis, 263 shipping terms
Save As dialog box, 38 purchase orders, 185
save form layout vendors, 50
keyboard shortcut, 14 ship-to addresses, 186
procedure, 24 Site Scheduling form
toolbar button, 13 normal work week, 108
schedule types, 126 scheduling exceptions, 109
schedules sites
employees scheduling exceptions, 108
exceptions, 111 work week, 108
regular hours, 110 sort
graphs, 254 ascending, toolbar button, 13
reports, 243 descending, toolbar button, 13
site records
exceptions, 108 procedure, 31
work week, 108 reports, 227
work orders, 115 work orders for generation, 144
assigning labor, 117 Sort dialog box, 31
filtering labor information, 118 spare parts
projecting, 113 availability, 67
refreshing, 115 lists
viewing, 114 adding to equipment, 65
search, 26 creating, 65
updating from work order history, 66

346 INDEX
Spare Parts form, 65 multiple-euipment tasks, 120
specifications, inventory, 87 preventive maintenance, 120
SPM, 215 shadowed, 121
creating records, 216 projecting, 131
daily averages, 220 reports, 244
deleting, 32 scheduling
equipment, 217 duplicates, 126
graphs, 255 fixed, 126
means, 220 floating, 126
measurements, 217 shadowing
purging readings, 221 adding information, 128
readings, 218 planning, 121
reports, 244 wizard, 6
standard deviations, 220 work orders, generating for, 144
work orders, generating using limits, 219 Tasks form
start MP2, 10 Details page, 127
statistical predictive maintenance. See SPM Parts page, 128
Statistical Predictive Maintenance form Schedule page, 125
Daily Averages page, 220 Shadowing sub-page, 128
Readings page, 218 Tasks Instruction form, 124
Record View page, 217 tax codes
status adding to purchase orders, 187
items, 197 creating records, 49
purchase orders, 190 deleting, 32
tenant requests, 137 Tax Information form
stock. See also inventory Record View page, 49
sub-locations Tax Name page, 50
creating records, 60 tenants
removing, 61 creating records, 134
renaming, 62 status of requests, 137
substitute items, 86 Tenants form, 134
System Administrator’s Guide contents, 5 text
copy, 25
delete, 25
T paste, 25
TAB, 14 undo, 26
tasks time series reports and graphs, 260
crafts, 127 time, fields, 35
creating records, 124 timekeeping
deleting, 32 creating records, 45
descriptions, 125 purging records, 46
detailed information, 126 Timekeeping form, 45
durations, recalculating, 130 tips of the day, 7
equipment, 125 toggle forms, keyboard shortcuts, 14
in-service, 120 toolbar, 12
instruction lists, 124 customizing, 17
labor form, 21
estimated hours, 127 Toolbar dialog box, 17
recalculating hours, 129 Tools menu, 12
locations, 125 Total Cost dialog box, 79
parts, 127 training, employee, 43
planning transaction types
in-service tasks, 120 inventory check out, 90
metered tasks, 123 inventory quick receive, 88

INDEX 347
 inventory return, 92 quick return, 93
move items returning, 92
between warehouses, 96 lists, 48
within a warehouse, 95 multimedia files, 32
physical inventory, 97 notes, 53
purchasing fix, 194 ordering method, 52
purchasing receive, 194 payment terms, 50
return fix, 196 purchase orders
return to vendor, 196 active, 55
stock adjustment, 94 addresses, 186
transactions statistics, 55
inventory reports, 238
receive, 88 representatives, 54
stock adjustment, 94 requisitions, 175
purchasing shipping terms, 50
fix, 194 tax codes, 49
receive, 194 user-defined fields, 34
tutorial data, 7 Vendors form
types Item Supplied page, 52
equipment, 60 Notes page, 54
graphs, 252 Ordering page, 53
inventory, 82 Record View page, 51
purchase orders, 182 Representative page, 54
work orders, 142 View menu, 11

U W
unapprove requisitions, 175 wages, employee, 44
undo warehouses
field changing home, 37
keyboard shortcut, 14 viewing information, 99
menu option, 26 Window menu, 12
toolbar button, 13 wizards, 6
record word processor files. See multimedia files
keyboard shortcut, 15 Work Order History form, 160
menu option, 26 Work Order Projection dialog box, 131
toolbar button, 13 Work Order Scheduling form, 114
Update Spare Parts Lists form, 67 work orders
usage, inventory, 100 analysis, 259
User’s Guide contents, 5 graphs, 256, 262
user-defined fields, 34 reports, 262
backlogged, scheduling, 115
closing
V individual, 158
variables, equipment, 76 multiple, 159
Vendor List form, 48 comments
vendors adding, 152
adding to inventory records, 86 copying to all equipment/locations, 153
addresses, 50 contract labor, 150
creating records, 50 crafts
deleting, 32 projecting hours, 145
exchange rates, 48 scheduling information, 151
items creating records, 148
adding, 51 deleting, 32
checking out, 90
348 INDEX
 emergency, 148 Labor sub-page, 150
equipment, 149 Meters sub-page, 156
generating, 142 Parts sub-page, 151
projecting available craft hours, 145 Record View page, 148
selecting records, 143 Schedule page, 152
sorting, 144 work priority, refreshing, 153
using SPM limits, 219 work requests, 133
graphs, 256 call-in
history creating, 135
editing, 159 scheduling, 136
updating spare parts lists, 66 status, 137
labor submitting, 135
contract, 150 tenants, 134
costs, 157 graphs, 255
dividing contractor costs, 157 on-site
dividing employee costs, 155 approving, 138
employee, 150 creating, 137
updating contractor hours, 157 reports, 245
locations, 149 scheduling, 115
meter readings, 156 work week
multimedia files, 32 employees, 110
parts site, 108
adding, 151
costs, 157
printing
after scheduling, 118
immediately after generation, 143
individual, 153
multiple, 154
priority, refreshing, 153
productivity, 160
quick update, 154
repetitive, 142
reports, 248
rescheduling, 116
scheduling, 115
assigning labor, 117
backlogged, 115
filtering labor information, 118
projecting, 113
refreshing, 115
unscheduled, 115
viewing the schedule, 114
sorting for generation, 144
types
creating records, 142
deleting, 32
unscheduling, 116
updating information before closing, 154
wizard, 6
Work Orders form
Comments sub-page, 152
Contractors sub-page, 157
Equipment and Details page, 149

INDEX 349