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MainBoss Basic 2.9 User’s Guide Copyright © 2009, Thinkage Ltd. Permission gran

MainBoss Basic 2.9 User’s Guide Copyright © 2009, Thinkage Ltd. Permission granted to reproduce all or part of this document provided that Thinkage’s copyright notice is included in the reproduction. No money may be charged for such reproductions except to recover all or part of the cost of reproduction. - i - Table of Contents Welcome to MainBoss CMMS ...................................................... 1 Documentation conventions .................................................................... 1 Drop-Down Lists ..................................................................................... 1 Online Help .................................................................................... 3 MainBoss Concepts ...................................................................... 5 MainBoss Sessions ...................................................................... 9 Logging In ............................................................................................... 9 The MainBoss Window ........................................................................... 9 Quitting MainBoss ................................................................................ 10 Setting Up Initial Tables ............................................................. 11 The Buildings Table .............................................................................. 11 The Storeroom Table ............................................................................. 13 The Vendor Table.................................................................................. 14 The Contact Table ................................................................................. 15 The Personnel Table .............................................................................. 15 Work Information Tables ...................................................................... 17 The Life Cycle of a Corrective Work Order ............................... 20 Creating a Work Request ...................................................................... 21 MainBoss @Requests ....................................................................... 23 Creating a Work Order .......................................................................... 23 Starting a New Work Order .............................................................. 24 Specifying Units for a Work Order ................................................... 27 Specifying a Problem Description ..................................................... 28 Specifying Work Order Properties .................................................... 29 Assigning Personnel to a Work Order ............................................... 30 Reserving Materials for a Work Order .............................................. 34 Dealing with Outside Labor and Materials ....................................... 38 Saving an Initial Work Order ............................................................ 43 Modifying Work Orders ........................................................................ 43 Cancelling Work Orders........................................................................ 44 Printing Work Orders ............................................................................ 45 Select for Printing.............................................................................. 49 Closing a Work Order ........................................................................... 49 The Quick Actuals Facility ................................................................ 51 Recording Chargebacks ..................................................................... 53 Units ............................................................................................. 55 The Equipment Table ............................................................................ 57 - ii - Equipment Identification ................................................................... 59 Equipment Service ............................................................................ 60 Equipment Spare Parts ...................................................................... 61 Equipment Specifications .................................................................. 62 Equipment Value ............................................................................... 63 Equipment Meters ............................................................................. 65 Examining and Editing Equipment Records ......................................... 68 The Spaces Table .................................................................................. 68 More About Meters ............................................................................... 68 Basic Principles about Meters ........................................................... 68 Recording Meter Readings ................................................................ 69 Meter Offsets ..................................................................................... 70 Template Specifications ........................................................................ 72 Creating a Template Specification .................................................... 74 Using a Template Specification in an Equipment Record ................ 75 Obsolete Equipment .............................................................................. 77 Service Contracts .................................................................................. 78 Preventive Maintenance ............................................................. 81 Steps for Handling Preventive Maintenance: ........................................ 82 Creating Tasks ....................................................................................... 84 Scheduling Units for Preventive Maintenance ...................................... 86 Specifying Task Schedules .................................................................... 88 Scheduling Examples ........................................................................ 92 Generating Preventive Maintenance Work Orders ............................... 94 Adjusting Preventive Maintenance Work Orders ................................. 95 Work Order Schedules .......................................................................... 95 Printing Preventive Maintenance Work Orders .................................... 97 Closing Preventive Maintenance Work Orders ..................................... 98 General Inventory Control .......................................................... 99 Creating a New Inventory Item ........................................................... 100 Describing Inventory Items ................................................................. 101 Inventory Item Properties ................................................................ 102 Inventory Item Status ...................................................................... 103 Inventory Item Usage ...................................................................... 106 Inventory Item Maintenance ............................................................ 107 Inventory Operations ........................................................................... 107 Finding Which Storeroom Contains a Particular Item .................... 108 Taking Physical Inventory ............................................................... 109 Other Inventory Operations ............................................................. 112 Inventory Details ................................................................................. 112 Purchasing and Receiving ....................................................... 117 The Purchasing/Receiving Process ..................................................... 118 The Re-Order Report ........................................................................... 120 - iii - Creating a New Purchase Order .......................................................... 121 General Purchase Order Information............................................... 122 Purchase Order Items ...................................................................... 123 Picking Items ................................................................................... 125 Purchase Order Extras ..................................................................... 127 Modifying a Purchase Order ............................................................... 129 Printing a Purchase Order ................................................................... 130 Issuing a New Purchase Order ............................................................ 131 Recording Receipts ............................................................................. 132 The Quick Receive Facility ............................................................. 135 Adding Individual Items to a Shipment Receipt ............................. 136 Closing a Purchase Order .................................................................... 138 Prototype Purchase Orders .................................................................. 139 Browsers and Editors ............................................................... 141 Using Browsers ................................................................................... 141 Searching for a Particular Record ................................................... 144 Using Editors ....................................................................................... 145 Cloning Records .............................................................................. 149 Reports ...................................................................................... 151 Entering Report Specifications............................................................ 151 Previewing Reports ............................................................................. 153 A List of MainBoss Reports ................................................................ 153 Exporting Data .................................................................................... 155 Attachments .............................................................................. 157 Creating an Attachment ....................................................................... 158 Quick Annotations .......................................................................... 159 Using an Attachment ........................................................................... 160 MainBoss Administration ......................................................... 162 Accessing Administration Functions .................................................. 162 Saving Settings .................................................................................... 163 Preferences .......................................................................................... 164 Company Information ..................................................................... 164 Date and Time Format and Other Preferences ................................ 164 Custom Text Settings .......................................................................... 168 Database Operations ............................................................................ 168 Reindexing ...................................................................................... 168 Backing Up Your MainBoss Database ............................................ 169 Restoring Your Database From Backup .......................................... 170 Auditing ........................................................................................... 172 Security ................................................................................................ 174 Changing Your Administration Password ....................................... 174 Authorizing New Users ................................................................... 175 Logins and Security ......................................................................... 177 - iv - Archiving ............................................................................................. 178 How Archiving Works .................................................................... 179 Archiving Your Data ....................................................................... 179 Restoring and Using an Archive Set ............................................... 180 Cleaning Up Dearchived Data ......................................................... 183 Work Request Notification ................................................................. 184 The MainBoss Command Line ................................................. 185 The Backup Subcommand .................................................................. 186 The Restore Subcommand .................................................................. 186 Setting a Language .............................................................................. 187 Service Desk Mode ............................................................................. 187 License Key Entry Only ...................................................................... 188 Appendix A: New Features In MainBoss 2.9........................... 189 New in MainBoss 2.9 Update 5 .......................................................... 189 New in MainBoss 2.9 Update 4 .......................................................... 190 New in MainBoss 2.9 Update 3 .......................................................... 191 New in MainBoss 2.9 .......................................................................... 191 Appendix B: Installing MainBoss 2.9 ...................................... 195 The MainBoss Setup Program............................................................. 195 Installing on a Local Network ............................................................. 196 Registering MainBoss ......................................................................... 197 MainBoss Service Desk ...................................................................... 199 Using the Sample Databases ............................................................... 200 Appendix C: Frequently Asked Questions.............................. 201 Requestor Lists .................................................................................... 201 Unselecting in a Drop-Down List ....................................................... 201 Printing Reports .................................................................................. 201 MainBoss Version ............................................................................... 201 Deleting Inventory Items ..................................................................... 202 Scheduling Preventive Maintenance ................................................... 203 Forgotten Passwords ........................................................................... 203 Recommended Tables ......................................................................... 203 Emailing MainBoss Reports ............................................................... 205 Packaging MainBoss Files .................................................................. 206 AutoCAD ............................................................................................ 207 Obsolete Equipment and Preventive Maintenance .............................. 207 Upgrades to Hardware or Windows .................................................... 208 Editing MainBoss files using another program ................................... 209 Headings for Scheduled PM Tasks ..................................................... 210 Appendix D: Troubleshooting .................................................. 211 Slow Performance and Network Errors .............................................. 214 Obtaining MainBoss Support .............................................................. 216 - v - - 1 - Introduction Welcome to MainBoss CMMS Thank you for licensing MainBoss CMMS version 2.9. We think you’ll find it provides all the features you need for managing your organization’s maintenance work. Documentation conventions This guide uses the following documentation conventions:  Menus and menu items are shown in bold face: Select Buildings from the Tables menu. References to menu entries typically use arrows. For example, Tables  Buildings refers to the Buildings entry in the Tables menu.  Data-entry fields are shown in bold face, enclosed in double quotes: See the “Equip Type” field...  Buttons are shown in bold face and underlined: Click the Done button.  Keyboard keys are shown in bold face enclosed in <angle brackets>: Press the <Tab> key. Using the Mouse: Whenever this guide tells you to click on a button, a menu item, or some other object on the screen, click with the left button of the mouse. Drop-Down Lists Many of MainBoss’s forms let you specify information using drop-down lists. Example: In the window below, “Personnel” has two drop-down lists. If you click arrow , you see identifier codes for personnel.   - 2 - If you click arrow , you see full names. You specify an entry in the list by clicking on it. MainBoss will fill in both “Personnel” fields with the person you chose: If you want to clear the entry in a drop-down list field: Click on the field, press the key combination <Ctrl+Del>, then press <Enter>. As an alternative, right-click on the arrow of the drop-down list, then click Clear Selection in the resulting menu. - 3 - Online Help While you are using MainBoss, you can obtain help in two ways: 1. In most MainBoss windows, you can click the <?> button in the upper right hand corner of the window. MainBoss will provide information about the window that is currently on display. Click this button:  2. The MainBoss Help menu provides access to MainBoss’s help files.  Help  Contents gives you the table of contents for the help files.  Help  Help Index gives you an index of important terms. All online help is displayed using your web browser (most people have Microsoft Internet Explorer or Netscape Navigator). If you want a print-out of any online help page, just use the print facilities of your browser. This is usually a Print button near the top of the browser window. - 4 - Important: To access online help, you must have a web browser configured to open HTML files. Most users will already have their computers configured appropriately (probably using Microsoft Internet Explorer or Netscape Navigator). If you do not have an appropriate browser configured, open Windows Explorer and double-click on any HTML file (for example, any of the .htm files in the manual subdirectory of the directory where MainBoss is installed). Windows will ask you to specify a program with which to open the file; specify the browser on your system. If your system does not have a browser, you can obtain one free from Microsoft, Netscape, or several other software companies. Ask your computer dealer for more information. - 5 - MainBoss Concepts This section explains a number of concepts that underlie MainBoss. It does not describe the fine details of uploads/s1/ guide-29.pdf