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Cartegraph AMS Self-Service Guide: Resources

In this session, you will learn how to:

  • Create resources including labor, equipment, and materials
  • Specify resource cost
  • Use inventory control methods
  • Use vendors

Resources Overview

Resources are what Tasks use to get the work done. Think about what is used to perform the work such as the person, the truck, or a piece of material to complete the job. Resources are the costs of the task. Resource management helps track those sources and making sure the resources are accurate. 

There are four basic resources that can be tracked in Cartegraph. They are Labor, Equipment, Materials, and Vendors. It is these records that are selected when entering information into the Task Time sheet.

On the Resources page, on the left panel, you see a menu to view your list of resources. When you select a resource, a list of records can then be viewed; this is called your List View. Check out the About Resources to learn more. When you hover your mouse over a record, the View button displays to click and see the Detail record of the resource.

Each resource can have attachments. Similar to Assets, a picture of the Resource can be made as the primary attachment can be used to help identify the resource. Visit About Attached Files for more information. 

And don’t forget, you also have access to Reports.

Labor

Labor is the people performing the activity on a Task. To view individual records, click on the View button. Labor records contain information about the individual such as name, title, contact information, supervisor, and rates. You will also see a summary of the recent work in the Overview Header

Labor Rates

Rates are the actual costs being charged to the task. Each laborer requires a valid hourly rate, otherwise Cartegraph AMS displays an error on the time sheet. It is in the Resources Management area you can set up the rates. The system does not use a multiplier to calculate overtime or holiday rates. Instead you need to create a separate rate for hourly overtime, holiday, and similar rates.

Equipment

Equipment is used as a resource performed on a Task, see About Equipment for more information. Typical equipment includes trucks, tractors, and mowers, for example. To view individual records, click on the Viewbutton. Equipment records contain information such as manufacturer, model, VIN, department, usage from tasks, and rates. You will also see a summary of the recent work in the Overview Header. Review the Equipment Overview Header for more information.

Equipment Rates

A rate is required to use Equipment on a task. The actual hourly rate (/hr or /mi), the rate name, and the starting date for the rate period is needed to have a valid rate in your Cartegraph system. If you do not know your hourly rate, FEMA rates or local rental fees could help as examples.

Materials

Materials are supplies used on a Task; see About Materials for more information. Typical equipment includes trucks, tractors, and mowers, for example. To view individual records, click the View button. Material records contain information such as manufacturer, model, description, rates, and quantity on hand (if stocked item). You will also see a summary of the recent usage in the Overview Header. Review the Equipment Overview Header for more information.

*NOTE: when creating a material record the stock item is selected by default. See Material Inventory section for more information.

Material Costs

There are two ways to have the cost of the material auto populate the time sheet. One method is by creating a Vendor Price Quote. The other method is through tracking materials by inventory control. 

Material Inventory

If you are tracking the inventory being used for tasks, the system can help by using the Is Stocked on the material record. You can decide the control method (LIFO, FIFO, Least Expensive, or Most Expensive), the reorder points, and using the Quantity on Hand.  The system will also let you make stock adjustments.

Vendors

You can also track suppliers for your material or contractors that perform specialized work. For material costs, a quote from that vendor is needed as well as selecting that vendor as primary. Like rates, you can set an expiration date for the vendor price quote.

Review

Now that you have completed this session, you should be able to:

  • Create a labor record
  • Create an equipment record
  • Create a material record and use the stock feature
  • Add new rates and expire old rates
  • Create a vendor
  • Add a vendor price quote
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