Asset Common Tabs - WebTMA 5

Technician Checkout Tab

Path: Organization > Repair Center > Technician / Checkout

The Technician / Checkout Tab relates to the Checkout Tab on item windows. You can check out any of the following from the Organization > Repair Center > Technician / Checkout Tab or from the item windows:

  • Equipment
  • Asset
  • Entity
  • Tool
  • Vehicle
  • Biomed
  • IT Equipment

The Checkout Tab displays on all the related item windows and shows a list of any technicians who have checked out the item or items. You can check out items from either the Technician or the item window and the action is reflected in both records.

Contractors Tab

Use this window to associate contractors who perform work with a structure record such as Division, Region, Facility, Building, and Entity or an item record such as Asset, Vehicle, Equipment, Biomed Equipment, and Group.

How to Add a Contractor to a Record

To associate contractors who perform work with a structure (e.g., facility, building, entity, etc.) or an item (asset, equipment, vehicle, etc.), follow these steps.

  1. Click the Contractors Tab.
  2. Click Edit on the WebTMA toolbar.
  3. Click the Add Contractor link at the top of the grid.
  4. Select the Task Type on the Contract Entry popup window.
  5. Click the check box for the desired contractor line item or items.
  6. Click the Add Selected button and close the Contract Entry window.
  7. Click Save on the WebTMA toolbar.

Cost Tab

The Cost Tab on many location and item records displays the accumulated costs, both current and historical, relating to the record. It is a read-only window.

Charges accumulate on this window as they are incurred. The values are not dependent on posting charges.

The Year-to-Date values are for your fiscal year and are based on your Fiscal Year setting in Admin > Client Info / Preferences.

Exceptions: Values on the Accounting > Accounts / Cost Tab reflect actual posted charges for the account. And on the Work Order / Costs Tab, the information relates to the hours, material, and labor costs specific to individual work orders.

IT Tab

Path: Organization > [Item] > Records / IT Tab

The Tab is found on the following windows:

  • Asset
  • Equipment
  • Biomed Equipment
  • IT Equipment
  • Entity
  • Vehicle

Many items have computerized controls. Accreditation or other government organizations may require you to keep records about these controls.

Use the IT Tab to select a list of applicable questions and enter answers about the item. Your WebTMA System Administrator or the person who has access to the Lookups table enters the questions at Organization > Lookups > IT Questionnaire. Once in Lookups, the questions are available for selection on the IT Tab of each item record.

How to Add IT Questions to Item Records

Path: Organization > [Item] > Records / IT Tab

You have a choice of four types of IT questions: Yes/No, Pass/Fail, a Value, or a Comment. To add IT questions to a record:

  1. Click Edit on the WebTMA toolbar.
  2. Click the Add Question link at the top of the grid. This opens the Add Question popup window with the available questions.
  3. Select the questions to be added.
  4. Click the Add Selected button to save the questions to the item record.
  5. Click the Close button on the popup.
  6. Complete the responses to the questions in the grid.
  7. Click Save on the WebTMA toolbar to add the changes to the database.

Questions can be deleted from the grid in Edit mode if they are no longer needed.

Monitored Condition Tab

Path: Organization > [Item] > Records / Monitored Condition Tab

The Monitored Condition Tab is found on the following windows:

  • Area
  • Equipment
  • Asset
  • IT Equipment
  • Biomed
  • Tool
  • Entity
  • Vehicle

The Monitored Conditions Tab is used to set details that require oversight for an item or area. For example, sensitive equipment may require line voltage monitoring or an area may need the room temperature monitored.

If items or locations need monitoring, enter the conditions on the individual item's Monitored Condition Tab, or use Organization > Batch Monitored Condition Setup to set the same conditions for several items or areas at one time.

Conditions are established from Organization > Lookups > Monitored Condition. The Lookups window also includes settings for alarm values and other settings.

To record monitored readings, use Transactions > Quick Post > Quick Post Monitored Conditions Reading.

How to Add Monitored Conditions to Item Record

Path: Organization > [Item] > Records / Monitored Condition Tab

From the desired item or area record in Add or Edit mode:

  1. Click the Add Condition link at the top of the grid on the Monitored Condition Tab.
  2. Filter your choices using the Types field on the Conditions Selection popup window.
  3. Check the conditions desired in the grid.
  4. Click the Add Selected button on the window.
  5. Close the window.
  6. Click Save on the WebTMA toolbar.

After readings have been entered from the Quick Post Monitored Conditions Reading window, click the + sign for each condition line to reveal details about readings.

PMs Tab

The PMs Tab contains a list of all PM tasks assigned to the module as well as fields that are used to determine the PM schedule.

When you review PMs for a specific record, you can see the details for the PM, for example, the PMs that have been scheduled, the next scheduled date, and the interval between PMs.

The details about a PM are based on task information from Organization > Task > PMs Tab where you can also assign items to the task. If you use the Task / PMs Tab to assign items, the information is included on the individual item's PMs Tab. You can make adjustments to the PM details from either the Task or the item windows. The changes are reflected in both modules.

The document titled Preventive Maintenance gives full details about the PM decisions such as when to use fixed, floating, metered, non-metered, or dual PMs.

NOTE:  The Meter Based section of the PMs Tab is only found on the individual item records. Since one item can have more than one meter, this arrangement assures the proper meter is used for the PM.

How to Add PMs to a Record

Path: Organization > [ITEM] > Records / PMs Tab

The Equipment, CE Equipment, Areas, Entities, Groups, Vehicles, Assets, Facilities, Buildings, Floors, or Tools windows include a PMs Tab. You can create or modify PMs for the individual record from this window. Information added to a record is also added to the Task / PMs window. Remember that metered PMs can only be set from the item's PMs Tab.

  1. Open the PMs Tab on the window of your choice.
  2. Click Edit on the WebTMA toolbar.
  3. Click the Add PM link at the top of the grid.
  4. Locate the appropriate task using choices on the Item Selection popup window.
  5. Click the Add Selected button on the popup, and Close the window.
  6. Complete the required fields and any elective fields needed.
  7. Click the Apply To Checked link at the upper right of the grid.
  8. Click Save on the WebTMA toolbar.

cauton_icon.png Be certain to click the Apply To Checked link; otherwise, your changes are not saved.

How to Edit PM Details

If you wish to change the task code, you can edit or double-click the line to change from one task code to another.

Details on the PMs Tab of Equipment, Areas, Entities, Groups, Vehicles, Assets, or Tools windows can be changed when you add a PM, or you can change them later. If you have only one PM task on an item window, the default display shows the details for the PM.

Information added to a record is also added to the Task / PMs window for that item. The most recent changes made on either the item or Task / PMs window are reflected in both modules.

  1. Open the PMs Tab on the window of your choice.
  2. Click Edit on the WebTMA toolbar.
  3. Click the Modify link at the top of the grid.
  4. Mark the check box and click the desired line item in the grid.
  5. Modify any of the fields in the lower section of the window.
  6. Click the Apply To Checked link at the top of the grid.
  7. Click Save on the WebTMA toolbar.

cauton_icon.png Be certain to click the Apply To Checked link; otherwise, your changes are not saved.

How to Add Meters to Item PMs Tab

Path: Organization > [Item] > Records / PMs Tab

Meters can only be added to the PMs Tab of the individual item record. The difference between the Task / PMs Tab and the Item PMs Tabs is the additional Meter Based Subtab.

An item can have more than one meter assigned; therefore, the meter based fields are available only from the individual item records.

On an item PMs Tab:

  1. Click Edit on the WebTMA toolbar.
  2. Select a line item.
  3. Complete the Meter Based fields defined below.
  4. Click the Apply To Checked link at the top of the grid.
  5. Click Save on the WebTMA toolbar.

Required Fields

Assigned Meter – a meter associated with an item. Unless you add meters to the Meters Tab of an item record, you cannot create a meter based PM.

Meter Interval – the numeric interval between PMs. For example, if oil changes are to occur every 3000 miles, then 3000 is entered in this field.

Next PM Meter – the meter reading when the next PM is due.

Percent Margin – since it is difficult to perform a PM exactly when a meter reaches the average count, this number is the allowable margin such as 5% used to determine the next PM.

Elective Fields

Last PM Meter – a read-only field that displays the meter reading at the last PM.

Projected Next Date – enter the date that you estimate the next PM meter reading will be reached.

Meter calculation when WO completes – mark the check box if you want the Next PM Meter value to be recalculated based on the Reading entered when the PM work order is closed.

The calculation adds the Reading to the required Meter Interval when you enter readings from either the Quick Post Meters window or when you click Post Meter Reading on the Work Order Action Menu.


Meter Interval = 1000 and Last PM Meter = 2000, which would make the Next PM Meter = 3000.

HOWEVER, the PM is performed at 500. With this check box marked, the Next PM Meter value is recalculated as 3500.

Rates Tab - Usage Rates Subtab

Path: Organization > [ITEM] > Records / Rates Tab–Usage Rates Subtab

Use the Rates Tab on the windows listed below to indicate the amount on a Work Order if a fee is charged for use of an item.

If your organization has purchased the optional Facilities Scheduler or Fleet Management modules, the Rental Rates Subtab is also visible. The two Subtabs are independent, and rates entered on the Usage Rates Subtab apply to work order records but not rental records. Usage rates are applied from the Work Order / Costs Tab. 

The Rates Tab is found on the following windows:

  • Asset
  • Asset Types
  • Biomed Equipment
  • Device Types
  • Entity
  • Entity Types
  • Equipment
  • Equipment Types
  • IT Equipment *
  • IT Equipment Type *
  • Tools
  • Tool Types
  • Vehicle
  • Vehicle Types

* IT Equipment records and Types do not have a Rental Rates Subtab because they are not eligible to rent.

Repair Centers Tab

Use the Repair Centers Tab to associate one or more repair centers with a record. Most windows have a Repair Centers Tab.

You are reminded to assign a repair center if you attempt to save a new record without selecting at least one repair center, because, without a linked repair center, no one can view the record or assign work to the item. Only users assigned to the named repair center(s) can see and use the record.

When WebTMA displays the reminder, the Repair Centers Tab opens to facilitate making your selections.

Sub Assemblies Tab

The Sub Assemblies Tab shows a tree list of component parts, pieces, or sites associated with a larger item. If the window is blank, no sub-assemblies are associated with the item.

Sub Assemblies Tabs are found on the following windows: Asset, Buildings, Equipment, Vehicles*, Parts, Areas (Suites), and Biomed*.

If Sub Assembly items are listed, you can open the item record.

  1. Click the desired item in the tree.
  2. Click the Zoom button.

* The Sub Assemblies Tabs for the Biomed and Vehicles windows show not only items of the same type, but items for all types that are attached to the record.

Work Orders Tab

The Work Order Tab is a read-only window used to review open or closed work orders that pertain to the specific record. Subtabs on this window labeled Open and Closed filter the work orders for you. Click the Subtab of the type of work orders you want to review. The default view is the Open Subtab.

The Work Orders Tab is found on the following windows:

  • Area
  • Asset
  • Biomed Equipment
  • Building
  • Contract
  • Department
  • Entity
  • Equipment
  • Facility
  • Floor
  • Group
  • IT Equipment
  • Linear Asset
  • Repair Center
  • Shop
  • Task
  • Technician
  • Tool
  • Trade
  • Vehicle

For a quick description of the work order, click the plus sign next to the number for details about the task and trade for the work order.

Double-click a line item on this Tab to open the work order itself. Regardless of whether you mark the New Window check box on the menu bar, the work order opens in a separate window without closing the item window.

Xref Tab

A read-only Tab that is found in the following modules: Area, Asset, Biomed Equipment, Buildings, Equipment, Floors, Tools, Vendors, and Vehicles.

The Tab shows any related active parts that are linked to an item from the Parts window. If a part is no longer active, it will not be listed on an item's Xref Tab.

Look to this Tab to review details about the part including the price and quantity in stock.

Add items and locations from the Parts / Xref Tab. Add vendors from the Parts / Suppliers.

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