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Equipment Overview

The Equipment module manages all machine and equipment assets across their full lifecycle. It is organized into the following sub-modules: Machines, Capital PR, Capital RFQ, Capital PO, Capital MRN, Requisitions, Movements, Allocations, and Upload Machine Expenses.

End-to-End: Equipment Lifecycle 0:46

Equipment Lifecycle

Procurement & Capitalization Capital PR Budget & Request Capital RFQ Vendor Quotes Capital PO Order & Commit Capital MRN Receive & Capitalize Asset Created Party + Ledger Operations & Usage Allocation Direct + Percentage Movement Transfer between Jobs Utilization Issue & Usage Logs Production BOM & Stock Output Consumables Fuel, Spares, Maint. End of Life Depreciation Disposal Finance Integration Each machine = Accounting Party Capitalization → Asset Ledger DR Expenses → Job Cost via % Alloc Depreciation → Journal Voucher Disposal → Invoice + Clearing Upload Machine Expenses → Bulk

Machine Classification Hierarchy

Machines in JobNext are classified using a 3-level hierarchy. This structure organizes equipment into logical categories and determines depreciation rates, reporting groupings, and planning designations.

Level Name Purpose Example
1 Machine Group Top-level category, often aligned to depreciation treatment Motor Vehicles, Construction Equipment, Furniture & Fixtures, Office Equipment
2 Machine Sub-Group Second-level classification within a group 4 Wheeler, 2 Wheeler, Tracked Vehicle (under Motor Vehicles)
3 Machine Sub-Sub Group The specific machine type or model, used for planning Scorpio SUV, JCB 3DX Backhoe, Window AC 1.5 Ton
Planning vs. Actual Assets

The Sub-Sub Group serves as the planning designation until a machine is actually procured. The specific asset record in the Machine Master is created only when the machine is delivered and capitalized through the Capital MRN process. Before that point, teams refer to the Sub-Sub Group (e.g., "Scorpio SUV") when budgeting, estimating, or raising requisitions.

Finance Integration

Each machine is treated as an accounting Party in JobNext's finance system. When a machine is capitalized, the system automatically:

  • Creates a party record for the machine in omni_party_master
  • Posts the acquisition value to the appropriate asset ledger (determined by the Machine Group's depreciation configuration)
  • Enables voucher entries to reference the machine as a party for expense tracking, depreciation, and disposal

Machines

The Machines page displays all registered equipment assets in a card-based grid layout. Each card represents a single machine or equipment asset and shows the following information:

Card Element Description
Machine Image Placeholder image or uploaded photo of the equipment
Asset Code Unique system-generated asset identifier (e.g., O004000202830003)
Asset Name / Tag User-assigned name or tag for quick identification
Group Hierarchy Classification path showing the equipment group, sub-group, and sub-subgroup (e.g., OFFICE EQUIPMENTS / AC / WINDOW-AC)
REG Number Registration number for the equipment, where applicable

Card Action Buttons

Each machine card includes a set of action buttons for quick operations:

  • Approve (checkmark) — Approve the machine record or a pending action
  • Search / View — Open a detailed view of the machine record
  • Details (arrow) — Navigate to the full machine detail page with all tabs and history
  • Tag — Assign or manage tags for categorization and quick lookup

Filters

The Machines page provides the following filter controls above the card grid:

  • Search — Free-text search across asset code, name, tag, and registration number
  • Group — Dropdown to filter by equipment group (e.g., Office Equipments, Heavy Machinery)
  • Location — Dropdown to filter by the current allocated location or site
  • Status — Dropdown to filter by machine status (e.g., Active, In Maintenance, Disposed)
Equipment Machines page showing a card-based grid of machine assets with image placeholders, asset codes, names, group hierarchies, REG numbers, and action buttons, along with Search, Group, Location, and Status filter controls
Equipment module landing page — card-based grid with filters

Side Panel — Master Links

A side panel is available on the Machines page providing quick access to the following master configuration screens:

  • Machine Group — Define top-level equipment categories
  • Brand — Manage equipment brand/manufacturer records
  • Machine Sub Group — Define second-level equipment classifications
  • Machine Sub Subgroup — Define third-level equipment classifications
  • Depreciation — Configure depreciation rates and methods for equipment categories
  • Maintenance Event Type Master — Define types of maintenance events (e.g., preventive, corrective, breakdown)

Sub-Modules at a Glance

Sub-Module Purpose
Machines Central register of all equipment assets with card-based browsing, search, and filtering
Capital PR Capital Purchase Requisitions for budgeting and requesting new equipment procurement
Capital RFQ Capital Request for Quotation to obtain vendor quotes for equipment purchases
Capital PO Capital Purchase Orders issued to vendors for approved equipment acquisitions
Capital MRN Capital Material Receipt Notes to record delivery and acceptance of purchased equipment
Requisitions Equipment requisition requests from project sites for allocation of existing assets
Movements Tracking physical movements and transfers of equipment between locations and sites
Allocations Assigning equipment to specific jobs, projects, or cost centers for expense distribution
Upload Machine Expenses Bulk upload of machine-related expenses (fuel, maintenance, consumables) via file import