Best Practices – Never use the “Pencil” Edit Feature to Update an Equipment Location Customer. Doing so breaks the relationship with the installed Location customer, losing visibility and causing issues with tables, reports, CEO Juice alerts, etc.
When the location information on an Equipment Record is manually edited (using the little 'pencil' icon on that screen) the link between Equipment Record and Location Customer is broken in eAutomate. The edited data is saved in the Equipment Record itself but much of the eAuto and CEO Juice reporting which relies on those records being linked no longer function, for instance if you want to pull a list of equipment at a given location, the edited equipment will not appear on the list. Pencil edits are occasionally a necessary evil but we have found that 99% of the time there are better solutions typically using the remarks or description field.
We sometime hear clients say they must use the pencil when "the equipment is not located at the same place that the toner needs to be shipped", or the "building has entrances on 2 different streets". However our advice is if there are other notes that aren't normally on the equipment location remarks for a delivery, then they use the remarks or description field on the sales order to indicate where the toner needs to go.
When creating/updating an equipment record, it’s imperative to get accurate location information. The best practice is to assign the appropriate Customer in the Location field.
This alert ID891 will report when someone uses the pencil edit option. The first time the alert runs it will provide a complete list, then moving forward it will only notify you once when the change is made. Allows management to monitor when/how it is used, and make the necessary changes as needed.
Sample of broken equipment record
The best way to update the Installed Location field is to assign the appropriate customer, and there are a few ways to do so:
1. In Main Customer Record/Parent Customer, add additional locations in the "locations tab"
You can view/select current customers linked to the Master/Header customer by clicking the magnifying glass.
2. If the Location Customer is not currently linked to the Master, click the “Show all customers” checkbox to locate the appropriate Customer.
3. If the Location does not have a current Customer record, in the Installed Location field, click the down arrow and select “New” to create a new customer.