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Title: Create Equipment Record

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Work Instruction

Create Equipment Record IE01

Purpose
Use this procedure to create an equipment record.

Trigger
Perform this procedure when you need to record an item of equipment as per the financial
procedures and/or Faculty requirements.
There are only 3 system mandatory fields: Description, authorization group and inventory
number. These fields must be completed to create the record; other fields that are required to
be completed can be populated at this stage or at a later date using transaction IE02 Change
Equipment.
This procedure describes only those fields that are required by the University Financial
Procedures for the initial record. Other optional fields such as electrical testing, PAT testing
and IT characteristics are described in transaction IE02 Change Equipment.

Prerequisites
The item of equipment has been purchased and received.

Menu Path
Use the following menu path to begin this transaction:
Select Logistics Plant maintenance Management of Technical Objects
Equipment Create to go to the Create Equipment screen.

Transaction Code
IE01

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Procedure

1. Start the transaction using the menu path or transaction code.

Create Equipment : Initial screen

2. Click on .

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Create Equipment : Details

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3. As required, complete/review the following fields:

Field Name R/O/C Description

Description R Description of the item of equipment.


Example: Computer
AuthorizGroup R Authorization Group code equivalent to the purchasing
group.
Example: BB
Inventory no. R Inventory no number on the equipment label.
Example: 95123
AcquistnValue 1st box O Purchase price (include VAT if irrecoverable).
Example: 500
AcquistnValue 2nd box O Currency of the acquisition value.
Example: GBP
Acquistion date O Acquisition date.
Example: 10.12.04
Manufacturer O Manufacturers name.
Example: Dan
Model number O Manufacturers Model number.
Example: PC55
ManufSerialNo. O Manufacturers Serial No.
Example: 321123

4. Click on .

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Create Equipment : Location

5. Click on next to Funct. Location.

Change Equipment Installation Location

6. Click on on Funct. Location field.

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Functional location

If the pop up box above is displayed click on and select structural display from the list. The
screen below will be displayed.

Next time you search on functional location the system will default to structural
display.

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Functional Location Structure: Selection

7. As required, complete/review the following fields:

Field Name R/O/C Description

Functional Location O Functional Location code.


Example: 1 for the whole University

8. Click on .

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Create Equipment: Structure List

9. Click on against the appropriate description until you find the room where the equipment is
located.

10. Double-click on the room e.g. .

Change Equipment Installation Location

11. Click on .

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Create Equipment : Location

12. Click on .

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Create Equipment : General

13. As required, complete/review the following fields:

Field Name R/O/C Description

Asset O SAP asset number for items with an acquisition value of


>25k
Example: 700123

14. Click on .

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Create Equipment : Other data

15. As required, complete/review the following fields:

Field Name R/O/C Description

Purchasing Doc. O SAP Purchasing Order Number


Example: 4500123654

16. Click on and the vendor number and description is derived from the purchase order.

You can drill down to the SAP purchase order by double clicking on the purchase order
number. This may contain useful information for completing some of the other fields
such as acquisition value, cost object and description.

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Create Equipment : Other data

17. Click on .

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Create Equipment : Other data

18. As required, complete/review the following fields:

Field Name R/O/C Description

Insurance Code O Insurance Code to denote type of insurance cover required.


Example: Not Insured

19. Click on .

The system displays the message, "Equipment created with the number 100XXXXX."

20. You have completed this transaction.

Result
You have created an equipment record for your Faculty/Department inventory.

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