Equipment Resource Record Fields

The fields described below have special functions. For a complete list of available fields, see the Lucity Data Dictionary.

ID Fields


Resource*	Serves as the user-defined, unique ID for the assigned equipment. The list of Equipment comes from the Work > Administration > Work Flow Setup > Equipment Setup module. By default, this picklist displays Equipment associated with the Work Order's Category. You may, however, opt to Show All records. If you have the Ability to Associate permission, a prompt appears when you close the record asking if you would like to associate the selected Equipment item with the Work Order Category.
Alt Description	Provides a secondary description of the equipment.
Department	Identifies the section of the organization to which the equipment is assigned.
Division	Identifies a subsection of the organization to which the equipment is assigned.
Class	Distinguishes the equipment using agency-defined criteria.
Group Number	Assigns the equipment to a particular group of Task Resource records. For example, the Group Number field can be used to group an Employee with a specific piece of Equipment or with Materials that they are authorized to use.
Account #	Indicates the reference number for the general account billed for the work that's being done. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field. More information about Account Number formats If this field is left empty and the "Populate empty WO Resource Acct# w/Task"Work Option is enabled, the system copies the Account # on the Task record here.
Proj No - Acct	Indicates the reference number for a specific project account that should be billed for the equipment's use on a task. An agency can configure Lucity to handle project numbers in various formats. The configuration determines how users complete this field. More information about Project Account Number formats The system automatically applies the Task's Proj No - Acct value to related Resource records if the Resource's Project Number Account # field is left empty and the "Populate empty WO Resource Acct# w/Task" Work Option is enabled.

* Required.

Scheduling/Tracking Fields

Res Start Date **

Res Start Time

Identifies the date and time the equipment began being used on this task.

The Res Start Time stores time (down to the second) for equipment.
If the "Populate Resource Dates from Task Dates" Work Option is enabled, the system automatically applies the Start Date value from the Task record here.
The system automatically populates these fields when a user starts the Work Clock for the resource.
When populated from the Work Clock, these fields are read-only. A user must have the Work Order > Override Work Clock permission to change the Start Date/Time values manually.
More information about the Work Clock

Res End Date **

Res End Time

Identifies the date and time the resource stopped being used on this task.

The Res End Time stores time down to the second for equipment.
If the "Populate Resource Dates from Task Dates" Work Option is enabled, the system automatically applies the End Date value from the Task record here.
If a user enters the current date or a future date in the Res End Date field and the equipment is already scheduled on another Work Order for the same period of time, the system may warn the user that the item is unavailable.
More Information about Resource availability checking
The system automatically populates these fields when a user stops the Work Clock for the resource.
When populated from the Work Clock, these fields are read-only. A user must have the Work Order > Override Work Clock permission to change the End Date/Time values manually.
More information about the Work Clock

Work Clock Status

Identifies the equipment's current time-tracking status in the Work Clock. This is automatically populated when a user starts or stops tracking time for the resource.

Auto Calc Units

Directs the system to automatically calculate the Units field (normal time/cost fields) as the difference between the Res Start Date/Time and Res End Date/Time.

When this feature is enabled, the Units field is read-only.
This feature is automatically enabled when a user starts the Work Clock for the resource; it cannot be disabled.

Cost Fields

Evaluating equipment cost data is a critical element of work and resource management. The Equipment Resource record includes several types of cost fields to accommodate financial reporting and analysis. Equipment cost data also can be rolled up to Task and Work Order records. More information about Work Order Cost relationships

Employee Resource records can calculate costs using Normal Time, Regular Time, and Overtime. The costs and unit costs for each of these time-tracking methods are calculated separately. In most cases, only one of the unit/cost strategies is applied for a single resource; however, it's possible to use all three.

Unit of Measure	Identifies how the use of the equipment is measured for this task. In most cases, the Unit of Measure for an equipment item is Hours.
Default Unit Cost	Indicates how much it costs to use this equipment per unit of use. This value is carried over from the item's Equipment Setup record; therefore, the field is read-only.
Override Unit Cost	Enables users to enter a cost that differs from the Equipment's Default Unit Cost. Note: This field only overrides the values in the Unit Cost and Reg Unit Cost fields if the Time Cost = 1 .
Cost Markup	Displays the amount by which the records in the Cost Markup grid will increase the G Total Cost value. Automatically calculated as the sum of the Total Cost Markup values on all records in the Equipment Resource's Cost Markup grid. Note: Cost Markup records based on Units only apply to the Normal Time/Cost fields.

Estimated Cost Fields

The following fields enable an agency to estimate the amount of time that the equipment will be used and the total cost of using the equipment on the task. Default values for the estimated fields may be carried over from the Work > Administration > Work Flow Setup > Task Setup > Equipment record.

Est Units	Indicates the approximate number of work units (typically hours) the equipment will be used to accomplish the task.
Est Total Cost	Estimates the cost of using this equipment on this work task.

Normal Time Unit Cost Fields

The 'Normal' Time/Cost fields (identified below) give users a greater degree of control over which Time Cost value is used to calculate the equipment's cost. They allow the user to enter the time the equipment was in use, and then control—directly in the form—whether the cost should be calculated as regular time, overtime, or another custom Time Cost.

Note: Special tools (like the Work Clock) and functions (like Cost Markups) only work with the Normal Time/Cost fields.

Units	Indicates the number of units of work the equipment was used on the task. (This value is typically measured in hours.) If the Auto Calc Units option is enabled on the Employee Resource form: The system automatically calculates the Units value as the difference between the Res Start Date/Time and the Res End Date/Time. This field is read-only.
Time Cost	Indicates the type of time recorded in the Units field. Time Cost options represent different factors for multiplying an equipment item's cost for an hour of work. (For example, overtime is typically paid at 1.5 times an item's hourly rate.) Time Cost options are configured in the Work > Administration > Timecost Setup module. More information about Time Costs
Unit Cost	Specifies the cost of using the equipment per unit of time. The system automatically calculates this value based on the selected Time Cost, using the following logic: Time Cost Code = 1 (regardless of the Time Cost Text) - Regular time. The system: Collects the Default Unit Cost or the Override Unit Cost value (if populated) from the Equipment Resource record. Collects the Multiplier Units value for Time Code = 1 from the Timecost Setup module. Unit Cost = Default Unit Cost x Multiplier Units or Unit Cost = Override Unit Cost x Multiplier Units Time Cost Text = 'External Regular Time' (regardless of the Time Cost Code) - External rate for regular time. The system: Collects the Reg External Rate (if greater than 0) from the Equipment Setup record. Unit Cost = Reg External Rate If the Reg External Rate is 0, the system: Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Equipment Resource record. Collects the Multiplier Units value for Time Code Text = 'External Regular Time' from the Timecost Setup module. Unit Cost = Default Unit Cost x Multiplier Units Time Cost = anything not listed above - Calculated solely based on: Collects the default Unit Cost or the Override Unit Cost value (if populated) from the Employee Resource record. Collects the Multiplier Units value for the Time Code from the Timecost Setup module. Unit Cost = Default Unit Cost x Multiplier Units
Total Cost	States the comprehensive cost of using the equipment for the designated number of Units at the designated Time Cost. Automatically calculated as: Total Cost = Units x Unit Cost

Regular Time Unit Cost Fields

The Regular Time/Cost fields (identified below) track time that the system automatically calculates using the "Regular Time" Time Cost.

Note: Cost Markups and the Work Clock do not work with the Regular Time/Cost fields.

Regular Hrs

Indicates the number of regular work hours that the equipment was used on a Task.

Regular Unit Cost

Specifies the cost of using the equipment during regular hours. The system:

Collects default Unit Cost or the Override Unit Costs field (if populated) from the Equipment Resource record.
Collects the Multiplier Units value for Time Code = 1 from the Timecost Setup module.
Regular Unit Cost = Default Unit Cost x Multiplier Units or
Regular Unit Cost = Override Unit Costs x Multiplier Units

Reg Total Cost

States the comprehensive cost of using the equipment for the designated number of Units at the Regular Time Cost.

Automatically calculated as: Reg Total Cost = Regular Hrs x Regular Unit Cost

Over Time Unit Cost Fields

The Overtime Time/Cost fields track time against the established "Overtime" Time Cost.

Note: Cost Markups and the Work Clock do not work with the Overtime Time/Cost fields.

Overtime Hrs

Indicates the number of overtime hours that the equipment was used on a Task.

Overtime Unit Cost

Specifies the cost of using the equipment during overtime hours. The system:

Collects Unit Cost from the Equipment Resource record.
Collects the Multiplier Units value for Time Code = 2 from the Timecost Setup module.
Overtime Unit Cost = Unit Cost x Multiplier Units

OT Total Cost

States the comprehensive cost of using the equipment for the designated number of units at an Overtime time cost.

Automatically calculated as:
OT Total Cost = Overtime Hrs * Overtime Unit Cost

Summary Cost Fields

Grand Total Units

States the overall number of units of work (typically hours) that are recorded on this Equipment Resource record.

Automatically calculated as:
Grand Total Units = Units + Regular Hrs + Overtime Hrs

Grand Total Cost

States the overall cost for this Equipment.

Automatically calculated as:
Grand Total Cost = Total Cost + Reg Total Cost + OT Total Cost + Cost Markup

Financial Fields

Processed by Financials

Indicates that this record was exported from Lucity to an integrated financial system.

When the Finance Enterprise (FE) integration is enabled, this field Indicates that a Work Order Transaction containing this resource has been posted to the ledger in FE. More information about the FE Work Order Transaction integration.

Journal Entry

Indicates the system will import a journal entry for this work resource from Lucity into the Ledger of an integrated financial system.

This field is read-only and comes from the Journal Entry Import field on the Work > Equipment Setup record from which this resource originates.

Linking Fields

These fields are used when the Finance Enterprise integration is enabled. More information about the Finance Enterprise integration.

CS Warehouse ID

Identifies a warehouse in the Finance Enterprise system where a CS Product-linked Material is located.

If this value is defined on an Equipment Resource, it will override a default CS Warehouse ID from Work Material Setup.

More information on FE Stores Order integration.

Reading Fields

Starting Odometer	Records the equipment's/vehicle's odometer reading at the beginning of the work.
Ending Odometer	Records the equipment's/vehicle's odometer reading at the end of the work. Requires a Resource End Date to enter an Ending Odometer.
Mileage	Displays the mileage the equipment or vehicle incurred while completing the work. Automatically calculated based on: Mileage = Ending Odometer - Starting Odometer
Starting Hourmeter	Records the equipment's/vehicle's hourmeter reading at the beginning of the work.
Ending Hourmeter	Records the equipment's/vehicle's hourmeter reading at the end of the work. Requires a Resource End Date to enter an Ending Hourmeter.
Hours Used	Displays the hours the equipment was running while completing the work. Automatically calculated as: Hours Used = Ending Hourmeter - Starting Hourmeter
Starting Othermeter	Records the equipment's/vehicle's meter reading at the beginning of the work.
Ending Othermeter	Records the equipment's/vehicle's meter reading at the end of the work. A Resource End Date value is required to enter an Ending Othermeter reading.
Othermeter Used	Displays the meter units used while completing the work. Automatically calculated based as: Othermeter Userd = Ending Othermeter - Starting Othermeter

CS Integration Fields

The following fields relate to records in CentralSquare's Finance Enterprise (FE) system. More information about the Finance Enterprise integration.

Note: In certain Lucity modules, these fields may require specific values or combinations based on FE Ledger configuration.

CS General Ledger	Identifies a General Ledger (GL) record in FE.
CS General Key	Identifies a GL Key record in FE.
CS General Object	Identifies a GL Object record in FE.
CS Job Ledger	Identifies Job Ledger (JL) record in FE.
CS Job Key	Identifies a JL Key record in FE.
CS Job Object	Identifies a JL Object record in FE.

CS Fixed Asset

Identifies a Fixed Asset in the Finance Enterprise (FE) system.

Important: This field supports manual entry but will only validate against Fixed Asset records in FE when selecting a value from the lookup.
Note: This field is only used in inventory modules.