This COGZ Facilities Management Software form should be one of the first things done when implementing a system as it is used to setup basic information pertinent to your company.
General Tab, System Defaults Form
(See the previous illustration)
Company Name: Type the name of your company.
Security: Activate Logon: Allows you to choose whether or not a Login will be required every time you open the COGZ Facilities Management Software. If no login is required all users will have access to all features.
Last Backup: This lists the last date your program files were backed up. Review the Backup information in the Getting Started section as well as the File section of this manual.
Current Accounting Period: Displays the current accounting period. Use this to set up the initial period. As you close each period in the system this number will be updated automatically. Up to 13 accounting periods are supported. Running the cost history reset procedure located in the File section closes a period.
Record Limit for Full Column Sorting: Specify the number of records at which the sort function of fields will be shut off. This function helps to speed up the process of sorting through records.
Wallpaper: Use this check box to remove the program wallpaper from the background. This will make the background gray. This change will take affect when the program is restarted.
Average Weekly Hours: The hours of work available each week for each employee. This number is the default value used if no entry is made in the Employee Form.
Average Hourly Rate: If no entry has been made in the employee database, this is the default labor cost used for an employee.
Average Miles Operated Weekly: Default used throughout the equipment section of the program for any reports, which estimate miles to be worked on equipment. The default is used only if an estimated miles value has not been entered on the individual piece of equipment.
Average Hours Operated Weekly: Default used throughout the equipment section of the program for any reports, which estimate time to be worked on equipment. The default is used only if an estimated hours value has not been entered on the individual piece of equipment.
Week Start Time: Time of day that the workweek begins. This allows specification of the time to start off the work week. This function works in conjunction with the Optional Downtime Module to provide an accurate measure of weeks.
First Day of Week: Day of the week that the workweek begins. This allows specification of the day to start off the work week. This function works in conjunction with the Optional Downtime Module to provide an accurate measure of weeks.
Work Order Tab, System Defaults Form
Top WO Message: Enter any text that you want to print at the top of every work order. This is optional and can be left blank. This field is useful for safety messages, etc.
Corrective WO Note: Default note to print at the bottom of all corrective work orders. Select this from the note list. This is an optional field.
Preventive WO Note: Default note to print at the bottom of all PM's. This is an optional field.
Assign to Description: Screen Prompt and Report title of the employee to whom the Work Order is assigned.
Last WO Number: The last active work order number used by the system. The program automatically updates this number, so no changes are necessary. If you would like to start with a work order number of one, you may change this number to zero. If you would like to change your work order numbers to differentiate them from year to year, it is recommended that you move the work order number forward in this field so as not to create duplicate work order numbers and affect your work order history.
These notes can be changed in the Note List, located under the Setup menu.
Last PM WO Cycle: The last date that PM's were produced, up to and including this date.
PM Cycle Days: This is the number of days the system will use as a default for the PM Work Order Cycle. You may schedule at any interval. We suggest that you schedule PM's every seven days. If your PM cycle days are greater than an individual PM’s task cycle days, only one work order will be produced. I.e. Even if a PM task is scheduled for a one-day frequency, if you only run the new work order cycle every seven days, only one work order will be produced.
Recreate ALL PM WO's: By checking this box, all uncompleted PM Work Orders will be deleted and recreated so that all tasks due by skill and equipment will have only one PM Work Order. If unchecked, all current work orders will remain current and new work orders will be created for any new PM tasks that are due.
Disable PM Generation Advanced Tab: By checking this box, the Advanced tab and all of the options contained in this tab will be disabled from the default Generate PM's screen. Leave this box unchecked for users to have access to the Advanced tab each time preventive maintenance work orders are generated.
Force Separate PM Work Orders: By checking this box, all Equipment PM Tasks will create separate work orders when generated.
Display Work Order Reminder at Program Start: Always is the default setting. By selecting this preference, the Work Order Reminder screen always displays at program start and users may not override this option. Date Range: By selecting this preference, the Work Order Reminder screen will display only if there are work orders scheduled in a period after the window was last viewed to today’s date. Allow User Override: By selecting this preference, the users are allowed to turn the display of the reminder on and off.
Last WO Request: This feature is available with the Optional Work Order Request Module. This lists the last active work order request number used by the system. The program automatically updates this number, so no changes are necessary. If you would like to start with a work order number of one, you may change this number to zero.
Require Requested by Entry: Checking this box will require an entry to be made in the Requested by field of the Work Order Entry Form before the work order can be saved.
Require Requested by Lookup: Check this box to require a matching record from the Requester List to be made.
Require Priority Lookup: Check this box to require a matching record from the Priority List to be made.
Require Status Lookup: Check this box to require a matching record from the Status List to be made.
Print Additional Labor: Check this box to print additional labor information on work orders. By default, this option is checked.
Print Additional Parts: Check this box to print additional part information on work orders. By default, this option is checked.
Print Components: Check this box to print equipment component information on work orders.
Print Note: Check this box to print note information on work orders. By default, this option is checked.
Print Comment: Check this box to print comment information on work orders. By default, this option is checked.
Print Estimated WO Time: This feature is available in the Optional Work Order Enhancement Module. This will determine if an estimated time is to be printed on regular work orders. Yes: it will print, No: it will not print. If you want to print the estimated time on PM work orders you must use the detailed work order format and answer Yes.
Work Order Type: This feature is available in the Optional Work Order Enhancement Module. There are two formats available for printing work orders, normal and detailed. The difference being that the detailed work order will print a detail line for each task indicating the frequency, date last done, done by, and next scheduled date. Also note that the Print EST Time on WO’s field described above will only print on PM work orders if you are using the detailed format.
PO Setup Tab, System Defaults Form
Top Purchase Order Message: Type in any text that you wish to print below the header information and at the top of the line items on every purchase order. Example: your resale certificate number.
PO Bottom Note: Select an appropriate note code from the Note List and it will print on the bottom of all purchase orders. Example: We are an equal opportunity employer. This note may be modified in the Note list, located under the Setup menu.
Auto Number PO's: Check this for the system to automatically generate a new purchase order number based on the Prefix, Last PO Number and Suffix fields, each time a Purchase Order is created.
PO Number Prefix: Letters or numbers appearing before the Purchase Order number.
Last PO Number: The number assigned to the last Purchase Order issued.
PO Number Suffix: Letters or numbers appearing after the Purchase Order number.
Standard Tax Rate: The rate of tax to use for your tax calculations.
Tax Freight: Check this box to automatically add tax to the freight cost on all purchase orders.
Logo File: Use this field to attach your company logo to the top of your purchase orders. The file must be in the COGZ data folder. The logo must be a 1” high x 3” wide Windows bitmap file. The file may be bigger than 1”x 3” as long as it has a ratio of 1:3 so as not to distort the image during the shrinking process. The file for the logo is located in your COGZ directory under logo.bmp. To replace the image with your own logo, simply replace this file with a bitmap of your company’s logo. You may also choose to turn off the logo completely. To do so, just delete the logo.bmp file located in your COGZ directory.
Purchase Order Equipment Number Required: Check this box to configure making an equipment number required during Purchase Order entry.
Use Other Part Numbers on Printed Purchase Orders: Check this box to allow the printing of the primary and/or secondary part numbers on Purchase Orders.
PO Contact Tab, System Defaults Form
This section contains your ship to and bill to information: Name, Address, Phone Number, Fax Number, and names of Contacts.
Downtime Tab, System Defaults Form
The downtime tab is available in the Optional Downtime Module and allows specification of alternative prompts and headers for categories 1–5. Categories may be used in the Downtime Form located under the Equipment section of COGZ.
Inventory Tab, System Defaults Form
Auto Update Parts When WO Completed: This feature is available with the Optional Work Order Enhancement Module. This allows you to automatically issue parts assigned to a work order when the work order is closed.
Ask About Sending Parts to Label Queue: This feature is available with the Optional Inventory Enhancement Module. This allows you to configure the label print queue.
Use Average Cost when Issuing Inventory and on Inventory Master Report: This feature is available with the Optional Inventory Enhancement Module. This allows you to select either the average cost or the actual cost for issuing inventory and on the Inventory Master Report.
Print Part/Tag Cost: This feature is available in the Optional Inventory Enhancement Module. The answer here will determine if you want the part cost to be printed on the part labels. Yes: it will print, No: it will not print.
Scanning Tab, System Defaults Form
This scanning tab is available in the Optional Bar Code Module. Use this tab to setup adjustment scanning for your inventory parts.
Issue: Use the drop-down menus in this section for required and displayed data for your workstation issue scanning. Check the Auto Complete box to return the tab to the first field of the Issue Inventory screen.
Receive: Use the drop-down menus in this section for required and displayed data for your workstation receive scanning. Check the Auto Complete box to return the tab to the first field of the Receive Inventory screen.
Restock: Use the drop-down menus in this section for required and displayed data for your workstation restock scanning. Check the Auto Complete box to return the tab to the first field of the Restock Inventory screen.
Translation Tab, System Defaults Form
The Optional Custom/Translation Module is available for COGZ. It allows the user to translate text in COGZ into another language or to customize COGZ to better fit their needs.
Preferences: Click this button to access the System Translation Preferences Form.
Edit Translation: Click this button to access the Translation List.
The system administrator will choose the Locale that the program should assume. Click the enable user option to load translation file box if you would like each user to be able to specify whether or not to load the translator each time they open the program. If this box remains unchecked all users will be subject to the selection the administrator has specified.
The Translation list is where you may view the Source Strings and corresponding Replacement Strings already entered into the system. Use the Add button to add a new string or the Edit button to edit an existing string. This screen may be accessed from the System Defaults Form, Translation tab, by pressing the Edit Translation Button or from the main COGZ screen by pressing the Control, Shift, and T keys.
The buttons across the top of the list allow you to specify what type of source and replacement strings that you would like to display. Click the asterisk button to view all types as shown above.
When adding or modifying records in this list you will need to open and close the list to refresh the screen before the changes made will be displayed.
No Replacement: Check the No Replacement box to filter items that contain text in the Replacement field. When the box remains unchecked all items in the selected category will be displayed regardless of the presence of replacement text.
Filter: Filter strings containing specified text from the Translation list.
Modify strings or add new ones from the Translation Form. Several Entry Types are available; descriptions of each Entry Type are shown below:
String: All message text, warning messages, and error text
Text: Text contained in Prompts and buttons, including screen text with accelerator keys
Messages: Status bar description text boxes, these appear when you leave your cursor over a menu item
Tips: Text contained in tool tips of a control
Menus: Window menu headers
Menu Items: Window menu list items
Window Titles: Window captions
Help Items: Help identifiers
List Box Headers: List box headers
Pictures: Display format for number, dates, and times
Advanced Tab, System Defaults Form
Unhide Section: Check to unhide Section entry and lookups on the Work Order Form and Work Order Request Form. Note that if this is unchecked, the section will be added automatically when a new record is created and the user selects an equipment number. Entries are left unchanged with a new equipment selection when the record is being edited (changed). If the section is not hidden, the user may override the equipment related entry by selecting a different section.
Activate Procedure Audit: This function is available in the Optional Employee Enhancement Module. Checking this box will tell the system to keep an audit of all changed records. See the Audit Trail section under the System Maintenance section of this manual.
Alternative Report Font: Use this field to select the font you would like to use for your program reports. In the Report Typeface screen, the font is the only thing that can be changed manually. Everything else stays the same. The default font is Arial.
Portable Bar Code Scanner Serial Port: This field is available in the Optional Bar Code Module. Use this field to select the port in which your laser serial scanner is plugged. You can select 1 through 4. Usually, the port is 1.