How to Create a Damage Report

Users within a specific role have the ability to create damage reports within the system.

Locate the Damage Report Dataset

1. Select Operations, then Damage Report:

Alternatively, you can create a damage report directly from a job:

Create a Damage Report

2. From the screen in Step 1, select New Record>Damage Report or hit Insert on your keyboard.
3. Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Job Number	Manually enter the job number into field or select the binoculars to search the system
Client	This will automatically populate when the job number has been entered
Asset Number	Manually enter the asset number or select the binoculars to search the system
Rechargeable (Tickbox)	Check this if there are any costs which can be recharged to the client, this will pull through the Damage Report costs to the invoice when created
Engineer User	Select the relevant employee
Report Date	Select the relevant report date from the calendar
Maintenance Status	Select the relevant status
Damage Report (Hdr)
Equipment Type	This will automatically populate when the asset number has been entered
Asset Description	This will automatically populate when the asset number has been entered
Reported Damage or Fault	Text field to record the damage or fault findings
Engineers Comments	Text field to record the engineer’s findings
Third Party Repair Supplier	Select the relevant third party supplier (if applicable)
Despatch Note No	Enter the despatch note no (if applicable)
Fault Damage Logged Date	Select the date from the calendar
Admin Advised Date	Select the date from the calendar
Customer Advised Date	Select the date from the calendar (if applicable)
Quote Received Date	Select the date from the calendar (if applicable)
PO Issue Date	Select the date from the calendar (if applicable)
PO Number	Manually enter the PO number or use the binoculars to search the system (if applicable)
Manifest No	Manually enter the manifest number or use the binoculars to search the system (if applicable)
Maintenance Title	Manually Enter the PO number or use the binoculars to search the system (if applicable)
Returned from Repair Date	Select the date from the calendar (if applicable)
Post Repair Check Date	Select the date from the calendar (if applicable)
Damage Link	The user can link a file/folder/webpage to the damage report
Hold from Invoice (Tickbox)	Check this box if you wish to hold from invoice
Business Unit	Select the relevant business unit
Group Company	Select the relevant group company
Cost Currency	Select the relevant currency

Click Save.

4. If the item required spares, select New Record>Job Issues.

Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Category	Select the relevant category type, will automatically populate if Our Part No is entered first
Equipment Type	Select the relevant equipment type, will automatically populate if Our Part No is entered first
Our Part No	Manually type in the part no used or use the binoculars to search the system
Qty Required	Enter the value
Job Issues (Hdr)
Issues to User	Select the relevant employee (if applicable)
Revenue Rate BC	Enter the value in currency format
Group Company	This will default from the previous screen
Office	Select the relevant office
Stock Location	Select the relevant stock location
Notes	Text field to record additional information
Chargeable (Tickbox)	Check this box if the job issue is chargeable to the client
Hold from Invoice (Tickbox)	Check this box if you wish to hold this record from the invoice

5. Select the Finance Breakdown tab and view/edit/assign the correct codes:

6. Select the Bin Issue tab:

7. Within the grid view, enter the required value in the Qty Allocated field, select Refresh, the colour code will change from Red to Yellow if the required qty is available:

8. Select Functions>Complete Issue.

Select Refresh, the colour code will now change from yellow to green:

Select Close to return to the main Damage Report screen

9. If the damage report requires additional charges other than spares/consumable etc. select New Record>Job Misc Charges.

Fill in the relevant fields.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Job Number	This will default from the previous screen
Sort Order	If you wish the misc charges to show in order, enter the item number
Charge Type	Select the relevant charge type
Job Misc Charges (Hdr)
Description	Text field to record the description of the misc charge
Qty	Enter a value into this field
Billing Currency	Select the relevant currency
Projected Revenue Rate BC	Enter a currency value into this field (if applicable)
Actual Revenue Rate BC	Enter a currency value into this field (if applicable)
Start Date Time	Select the date from the calendar
End Date Time	Select the date from the calendar
Notes	Text field to record additional information
Damage Report	This will automatically populate to the damage report number you’re adding into the system
Hold from Invoice (Tickbox)	Check this if you wish to hold the record from the invoice

10. Select the Finance Breakdown tab and view/edit/assign the correct codes:

Select Close to return to the main Damage Report screen.

11. To print the damage report, select Print>Damage Report.
12. To email the damage report, select Functions>Email Damage Report.

Select Yes to use Outlook, a new email will automatically be populated with the contact details and attach the damage report:

13. Select Functions>Complete Report:

Select Yes to continue, or No to cancel the operation.