This document provides service guidelines for Ana Raquel covering various tasks including scheduling duties, handling breakdowns and raising job sheets, completing paperwork like delivery notes and service sheets, managing pre-hire machines, submitting holiday requests, updating equipment on tracking systems, and processing purchase orders and lifting certificates. Key responsibilities include responding to breakdown calls, managing job sheets and paperwork, updating websites and logs, and coordinating with suppliers.

1. Ana Raquel – Service Guidelines
Page 1:
-Schedule forduties
Page 2:
- Breakdowns (calls)
- Raising a Job Sheet
Page 3:
- Job Sheets(paperwork)
- DeliveryNotes
- Pre Hires(not serviced)
Page 4:
- Pre Hires(serviced) / Service Sheets
- Holiday RequestForms
Page 5:
- Enigma
- Depot Transferring
- Receivingina DepotTransfer
Page 6:
- LiftingCertificates
Page 7:
- Purchase Orders#
- Raising a Purchase Order through the Job
- Raising a Purchase Order (notlinkedto a
job sheet)
Page 8:
- Purchase Orders#
- Linkingthe Job through the Purchase Order
- GoodsReceiving
Page 9:
- Tyrefix
Page 10:
-NewMachines
Page 11:
- GPS(Suretrack)
- Suretrack Website
Page 12:
-WeeklyTime Sheets
Page 13:
- LiftingCert Due Report
Page 14:
- Cat & Hitachi Hours Report
Page 15:
- Updatingthe Cat Website
- Updatingthe Hitachi Website
Page 16:
-Signingoff Invoices
Page 17:
- Warranty Notes
- Tyre Sizesnotes

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Schedule forDuties:
Daily:
- Fittersjobsheets ( Charge or complete fittersjobsheetsastheycome insoShane can charge
customers)
- Go throughtray paperworkandemails(dailytime sheets,pre hires,deliverynotes,new machines,
liftingcerts,GPS’s,servicing’s,Tyrefix,POrequests)
- Take breakdownsandraise jobsheetsandputforwardto the relevantdepot/service managers
- Deal withanyEnigma breakdownsandupdate the Excel logasyougo
- For Tyre/Glassbreakdowns(Enfield) call outthe suppliersstraightawaytoattendthe breakdowns
- CheckyourWIPS and make sure no jobsare over 3 days old( if a jobis gettingoldandhas no
paperwork,checkthe jobdescriptiontosee whichsupplierwascalledoutto the joband chase them
for the paperwork)
Weekly:
- Fittersweeklytime sheets(tobe done Monday)
- SendElaine the shoppinglist(Mondaymorningbefore9am)
- CheckyourWIP’sand make sure no jobhas beenputin that’sover3 daysold,if so chase the
paperworkandcharge asap
- Sendthe updatedEnigmalogon excel toNickeveryFriday
- Signoff invoices,logthemandpassontoTony
Fortnightly:
- Sendliftingcertificate due reporttoall depots
- Update the Cat website withournewserial numbers
- Update the Hitachi website withournew serial numbers
Ad-hoc:
- Hitachi and Cat hours report,wheneverTonyor Johnaskfor them, dothemstraightaway
- Usage reports formachineswhenrequested
- Machine locationsforShane/suppliers whenrequested
- Send/collectpackageswhenrequestedthroughAPC

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Check Lists:
Breakdowns (calls):
Whenansweringacall on a breakdownfindout:
-Customer:
-Site contact:
-FleetNumber:(If theydon’tknowthe fleetnumber –findoutthe type & size of the machine)
-Site Address:
-Issue withmachine:
Breakdowns (Raisinga job sheetfor a breakdown):
If you knowthe fleetnumber:
Views>Stock > Enter the fleetnumber>Change the drop arrow at the bottomto say ‘contract’
Rightclick> Amendcontract> Clickonitems(bottomleft) >Rightclickon correct machine and
‘Generate worksorder’
Nowyouhave your jobsheetopencheckthe deliveryaddressandthe addressyouwere givenare
the same (if not write the currentaddressinthe jobdescriptiontab)
Alsounder‘JobDescription’:write whatiswrongwiththe machine andsite contactname and
number
On the ‘Main’tab: Job Manager – the depot/servicemanagerinitials(e.g. Enfieldwouldbe SM) and
‘JobStatus’ – WIP
If you do notknowthe fleetnumber:
Views>Customer(entertheiraccountcode)
Checkyouare lookingunderthe correctdepot(lefthandside)
Narrowyour searchdownby lookingthroughthe machine details(eg:type/size of machine) Thisis
foundunderthe descriptionbar)
Scroll alongto the side to matchthe detailsyouhave withthe locationthatwasgiventoyou.
Once you findthe fleetnumberraise the breakdown(thesame asabove)
*Note:
For BalfourBeatty,FMConwayand Skanska(ONLY) youwill needtoaskthe customerfora
breakdownnumberandwrite itunderjobdescription
BalfourBeatty – DB number
FM Conway – BKD number
Skanska– Incidentnumber

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Job Sheets(paperwork):
Scan to Worksheets
Findthe jobit relatestoon Inshpire ( Views>Stock> > Type fleetnumb> Details:Workshop)
Rename scanneddocumentasthe JobNumber
Save to Digipen
AmendjobonInshpire anddothe following:
Chargeable Not Chargeable
-Attach documents + tick boxes -Attach Documents
-Type up memo -Change time on site
-Change time on site -Type n/c wear and tear
-Add mileage and labour and
charges to items -Complete the job
-Change job manager to SM
-SetJobstatus to WaitingPricing
-Save job
* If there isno jobraised (perhapswrongfleetnumber) :
- Clickon Workshop – Jobsummary
- Entercustomer’saccountcode,change depotto GB andstatus to WIP
- Checkthe date of any jobsthatappear to coincide withthe one youare lookingfor,Checkthe
addressonthe joband see if it’sthe same.Checkjobdescto see if it matches.If all 3 things tie
togetheryou’ve foundthe jobyou were lookingfor.
* If you still cannotfindyourjobyouwill needtoraise anew one.
(Note – MaximumMileage to charge the customer is 60 miles.Maximumtravel time to charge the
customer is2 hours. – 1 hour each way)
*Labour charges= Hours travel + Hours on site.
Del Notes:
Scan to worksheets
Rename scanneddocumentasthe Purchase OrderNumber
Save to the PO’sfolderunderthe correctsupplier
AmendPOinInshpire
Attach documentandname as DEL NOTE
Save and give the hardcopy deliverynote toDaniel forhimtogoodsreceive
Pre Hires(not serviced):
On Inshpire gotoMaintenance > Meter Reading
Update the hours
File awayinthe ‘pre hiresfolder’innumerical order.

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Pre Hires/ Serviced+ Service sheets:
Scan the service sheettoworksheets
Rename the scanneddocumentas FleetNumber
Save to the ServicingFolderunderthe correctmonth
On Inshpire gotoMaintenance > Stock
Enter the fleetnumberandaddthe document
Name the documentas SERVICE + DATE
Update the Servicingtab asbelow:
MeterReading Hours on service sheet
ReadingDate Date onservice sheet
6 MONTH TEST
PeriodType Days Lapsed
Interval 180
Last Service Date onservice sheet
500 HOUR
TEST
PeriodType Hours (Usage)
Interval Hours on service sheet +500
Last Service Date onservice sheet
Last Interval Hours on service sheet
File the service sheetsinthe dropfiles.
Holiday RequestForms
Log intoSimplyPersonnel
Clickon My Team
Scroll downand findthe fitteryouare lookingforandclickthe ‘ ’icon nexttotheir
name
Clickon attendance andbooka holiday
Selectthe holidaycategorytomatchthe requestyouhave andchange the Dates
Save
Signand give the holidayrequestformtowhoever’sname isunder‘Authorisers’.

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Enigma:
Whenyouneedto change/reset the keypadcode forsomeoneonEnigma:
Someone withinthe company: Customer:
Fleet number What code they were previously entering
Code they need it set as Check if the code matches the one on the delivery note
Log on excel sheet Reset the code for customer as the same code on del note
Log on excel sheet
Log onto the Enigmawebsite –EnterUsername (anaRAQ) andPassword(password).
Clickon the filtersbox onthe lefthandside
Under groupview – selectthe type of machine youare lookingfor
Clickthe drop downarrowunder‘vehicles’andselectthe fleetnumberthenclickshow ingrid
Click‘trackinggrid’andclick onthe machine youneed
SelectAction> Pincode control > Change depotpinand hitsend
Wait to receive anotificationsayingthe messagefromvehicle isOK.Thisshouldtake around30
secondsandwill appearinredwritingunderthe box where youwrote the code
Update the Enigmaexcel sheet.
How To Depot Transfer:
- The machine/itemyouare transferringmustbe showinginthe depotyouare loggedinto -
Go to Maintenance > DepotTransfer> New (topleft)
Enter destinationdepot
Clickon additemand enterthe fleetnumberof the machine/iteminthe box
Rightclickon the itemyouwant to transfer> mark itemsforprocess
ClicktransferItemsonthe top of the screen
Mapi transferto destinationdepot
Save depottransfer
Receivingina Depot Transfer
Go to Maintenance > DepotTransfer
On TransferNumberclickthe magnifyingglassandenter% inthe searchtextbox
Make sure Searchfield= TRANSNOandSearchCondition=Beginswith
Thiswill openupall itemspendingtobe receivedin
Double clickonthe transferyouwant, thiswill show all itemswaitingtobe receivedin

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Checktheyare inthe depot
If yes> RightClickand choose Mark All ItemsForProcess
Thenat the topof the page click Receive ItemsandDone
LiftingCerts:
Openthe relevantworddocumentforthe certyou needtomake (Excavator,Telehandleror
Attachment.) These are foundviaHire Desk2 > Maintenance > LiftingCertWord Documents
The informationthatwill needto modify onthe worddocumentisasfollowing:
Excavators Telehandlers Attachments
Document number Document number Document number
Model Model Model
Fleet Number Fleet Number Fleet Number
Serial Number Serial Number Serial Number
Quick Hitch number 4 dates ( one is + a year ) Quick Hitch number
4 dates ( one is + a year ) Place of examination 4 dates ( one is + 6 months )
Place of examination Name of fitter Place of examination
Name of fitter Name of fitter
Whenyouhave finishedamendingthe cert,printoutthe liftingcertandgive toShane for signing
Once Shane has signedthe liftingcert – scan inintoworksheets
Rename the documentasthe FleetNumberandsave intothe ‘Certs’ folder.
Nowon Inshpire:
Go to Maintenance > Stock andenterfleetnumber
Addthe newliftingcertontoInshpire andrename as ‘LIFTINGCERT’
You will needtoupdate the servicingtab asperbelow:
For Excavatorsand Telehandlers:
PeriodType: Days Lapsed
Interval: 365
Last Service Date: (Date on the new certificate)
Last Interval: 0
For Attachments
PeriodType: Days Lapsed

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Interval: 182
Last Service Date: (Date on the new certificate)
Last Interval: 0
Nowattach the newcert to the fitterschecksheetandfile inmachine dropfile.
Purchase Orders:
Anytime youraise aPO,make sure youare raisingitinthe correctdepoton Inshpire:
to change thisgo on Inshpire >on the top rightclickthe circle buttonand‘ Change Depot’
If a jobhas beendone onsite andis chargeable youmustbookitonto the customerandraise the PO
To raise a PO through the job: if you raise a POthroughthe jobit will automaticallybe linked.
Amendthe joband fill outall the necessarythings(Seethe JobSheetnotes).
Whenaddingthe Itemsto the jobyou mustalsoadd the supplier.Goto Items> Rightclick> Add
Allocation>Fill outthe Itemnumberandprices.Onthe bottomthere isa suppliertab> Clickthat >
add the suppliercode andtype inthe price and OK
There isa recharge buttononthe Itemspage (tickitif it ischargeable or untick itif it is not
chargeable)
ClickOKand go back to the mainjob tab > On the bottomtab clickPO > Thiswill raise anew
purchase order(itis linkedtothe job)
Fill outthe suppliersreference andquote reference (thisshouldbe the documentnumber) onthe
invoice/del note youhave
On ItemsclickAddSale > thenon Item Numberfill inthe item/syouare raisingthisPOfor
(NOTE:) if you clickon the little magnifyingglassnexttoitemnumberandchange ‘searchfield’to
DESC#1 youcan search for the itemcode.EG a puncture repairwouldbe TYR001)
Once you’ve addedyouritem> amendthe price so itis correct and clicksave
Tick the Authorise box >Addfleetnumber/anynotesto the order notestab> Addthe items&
prices> PrintPO and save.
Raising a Purchase Order (notthroughany job):
On Inshpire clickpurchasing>NewOrder
Enter the SupplierCode –thisraisesthe PO
Fill inthe suppliersreference andquote reference
On ItemsclickAddSale > thenon ItemNumber.Fill inthe item/syouare raisingthisPOfor
Once you’ve addedyouritem> amendthe price so itis correct
Tick the Authorise box >Addfleetnumber/anynotesto the order notestab> Addthe items&

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prices> PrintPO and save.
To link the jobthrough the PO:
If the jobthat relatestothe Purchase Orderyou wantto raise iscomplete youwill notbe able to
raise the PO andlinkthroughthe job
Followthe same stepsasabove:
Neworder> Suppliercode
Fill inthe suppliersreference andquote reference
On ItemsclickAddSale > thenon ItemNumber.Fill inthe item/syouare raisingthisPOfor
Once you’ve addedyouritem> amendthe price so itis correct
NowBEFORE clickingSave thisishowto linkthroughthe PO
On the bottomclick‘CostAllocations’>New > clickWorks Order> On‘LinkNumber’write the job
numberitrelatesto > CostingType:leave asHIRE and quantity:1 andsave.
Nowyour POis linkedtothe job.
Tick the Authorise box >Addfleetnumber/anynotesto the order notestab> Addthe items&
prices> PrintPO and save.
Afteryou’ve raisedyourPO’syouneedto goodsreceive them.
GoodsReceiving:
On Inshpire clickPurchasing
GoodsReceived
NewBatch
Start Batch Entry
Type in yourPurchase OrderNumber
Enter a reference ( the supplierreference numberora documentnumber)
ClickReceive all intosale stock( If all itemsare received)
Okay
Nowyoucan file awayyourpurchase orderinthe PO’sfolder.

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TYREFIX:
If a jobhas beendone onsite andis chargeable,youmustbookinontothe customer.If a jobhas
beendone inthe yard,you mustfindout if it was chargeable tothe lasthire
Only scan Tyrefix jobsheetstoWorksheetsif the jobwasdone ona machine on site.
*If a jobhas beendone ona vehicle (car/lorry/van) checkwithShane thatthe registrationisone of
our vehicles. There isnoneedtoscan on these documents,just update the excel log.
*If a jobhas beendone inthe yard,you needtofindoutif itwas chargeable tothe previous
customer/hire.Lookbackthroughcontracthistory,startingwiththe mostrecentcontract and check
the attached documents.I.e.wasthe damage onthe deliveryandcollectionnote?Once youhave
foundthe contract that the damage is chargeable to,check‘AttachedOrders’tofindwhatjob
numberthe damage isbookedto.Write the job numberonyour paperwork. There isnoneedto
scan on these documents,just update the excel log.
*If the jobwas done ona machine onsite:
Printout the Tyrefix Jobsheet
Scan ontoworksheets
Remove the prices
Rename asthe jobnumber(fromInshpire)
Write the job numberonthe Tyrefix Job
Move to the correct dayin the Digipenfolder
Amendthe jobon Inshpire
Attach the documentsandre name as JOBSHEET & PHOTO
Update the memotab‘ Standard puncture repaironjobsheetSC1222556’
(Alwaystype the invoice numberonthe Tyrefix jobsheetontothe memotabinInshpire)
Update time jobwas completed
Additems,amendthe costprice
Issue all allocations
Put jobintoMC WaitingPricingandchange shortdescriptiontoPUNCTURE
SAVE
- If the jobisnon chargeable
Do all as above except:whenaddingthe Itemsuntickthe recharge button
Insteadof enteringthe jobintoMC WaitingPricing,Complete it.
Update the Tyrefix logonexcel forall jobsheetswiththe jobnumber,invoice numberandfleet

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number.
Move youremaileddocumentintothe Tyrefix folderinMicrosoftOutlook.
NewMachines:
Whenwe receive newmachines,aNewMachine DeliveryReport+paperworkwill come with them.
Whenyoureceive the paperwork,checkwhatfleetnumberthe machine relatestobysearching
through the serial numberonInshpire.
Write the fleetnumberof the machine onthe documents.
You will needtoscana liftingcert and a CE cert for eachmachine ontothe system
* Telehandlersandattachments –the liftingcert/CEcertthe machine comeswithwill be validfora
yearso scan onto Inshpire,renamedocumentsas ‘LiftingCert’and‘CE’cert.
*For any othermachine – If the quickhitchserial numberisstatedonthe original liftingcertthen
youcan use that as the liftingcertandit will be validforayear.If the QuickHitch serial numberis
not onthe original liftingcertorif it’sonlystateda differentcert,thenyouwill needtocreate a new
liftingcert.(askthe fittertofill outa new liftingcertstatingthe quickhitchnumber onthe
paperworkandfollowthe ’newliftingcert’guidelines –onpage 6.
Once the paperworkhasbeenaddedontoInsphire,youwill needtoupdate the servicingtabas
below.
6 MONTH TEST
PeriodType Days (Lapsed)
Interval 180
Last Service Date machine wasdelivered
500 HOUR TEST
PeriodType Hours (Usage)
Interval 500
Last Service Date machine wasdelivered
Last Interval 0
TEST CERTIFICATES
PeriodType Days (Lapsed)
Interval 365 *note:for attachmentsthiswill needtosay182 (days)
Last Service Date onliftingcert

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Last Interval 0
Once you have attachedthe paperworkontoInshpire andupdatedthe servicingtab,youwill need
to make a newmachine dropfile andfile all of the paperwork.
GPSSheets:
Inshpire:
Scan GPS sheetsontoworksheets
Rename asDate and whetherit’saninstallation(INS)ora removal (REM)
Move to the GPS folder
Go to Stock Maintenance andenterGPSnumber (tolookup the full GPSnumbersearch
Maintenance Stock - ITEMNO – contains)
Attach documentandname as Date and (ins) or(rem) – remove anyolddocumentsoff onInshpire
Save
Excel:
Go to the excel sheet‘M-TrackDetailsWorkingCopy’andupdate withthe GPSinstallation/removal
dates
Email:
If the GPs sheetwasan Install thenyouwill needtoemail Lee WeymouthandPaul Windustthe
copy.
Subjectof the email will be the GPStrackernumber
Bodyof the email will be ‘Hasbeenfitto(fleetnumber) +location.(I.e.BehindIgnition)
Once thishas beenfile the GPSsheets inthe backoffice.
Sure Track Website:
To get a locationfora machine whenithas a GPS tracker installedgoonthe Suretrackwebsite;
www.stsms.co.uk
Enter the Username:andrewsrhoj andPassword: ####### (verbal passwordforcallsis‘######’)
Enter the trackernumberfor the GPS that’sinthe machine
Tick plot
ClickPlotonmap
You can alsocheck the movementonthe machine if youchange the start and enddate accordingly
and clickupdate query.

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WeeklyTime Sheets:
EveryMonday youwill needtogothrough the fitterstime sheetsandchecktheirhours/calculate
weeklysalarybeforeforwardingthemtoHR.
Yard Staff
Whenyoureceive the time sheetsyouwillneedtogothrougha fitterat a time andattach the gate
entryreports.
Go to the ‘Gate Entry Reports’folder>year> month> and clickonthe correct week
Whenthe excel sheetisopenclickonthe arrow below ‘columnE’
Un tick selectall andscroll downto the name of who’stimesheetyourchecking –This will openup
the timesthe fitterhastappedinand out of work. – Print(landscape).
Once you have the time sheetandthe gate entryrepotin frontof you,youwill needtocrosscheck
the times.We roundup the timesto 15 minutesof everyhour.(15,30, 45, 00) (I.e.if a fitterhas
tappedinat 7:52am, you wouldpaythemfrom8am. Likewise if afittertapsoutat 5.50pm you
wouldpaythemuntil 5:45pm.
Each fittergets1 hourlunchbreak (Mondayto Friday) andhalf an houron Saturdays – thisisunpaid.
Whenyouhave calculatedthe total paidhours foreach day (Openthe WorkingHoursCalculator:
Enter the start time,endtime andbreaktime) write downthe total weeklypaidhoursandsign.
Give the Weeklytime sheetalongwiththe Gate entryreportto Shane.
Mobile Fitters:
Mobile fitters(if theyare goingfromtheirhouse straighttoa breakdown) getpaidfromthe time
theyleave theirhouse.If theyare comingintothe yardinthe morningthentheygetpaidfromthe
time theytapin at the yard (like yardstaff).
Similarly,if mobilefittersgohome straightfromthe breakdownthentheygetpaiduntil whenthey
arrive home andif theyare not on a breakdownandleave from the yardto go home,theygetpaid
up until the time theytapout.
For mobile fittertimes,loginto www.masternaut.co.uk clickonlocatorandselectthe registrationof
the fitteryouare after.Runthe report forthe previousweek(showing7days),clickcompress
journeysandhitprint.Alsoprintoutthe Gate entryreportfrom excel (landscape)
Thiswill showyouwhattimesthe ignitionwasturnedonandoff and where the fitterhasbeen.Use

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the Gate Entry Reportto calculate where the fitterwillbe paidfrom.
Checkthe hours alongside the Gate Entryreportand calculate the total paid.
Sign,statingthe total paidhours andhand to Shane.
LiftingCert Due Report (everytwo weeks):
Everytwo weeksyouwill needtosendouta liftingcertdue reporttoall depotsand theywill need
to knowwhichmachinesare due a liftingcert.
On Inshpire clickonreports> service >servicesdue reportandfill outthe following
SelectionforCriteria
Service Level 3
Date Range 30/12/1899 to date two monthsfromdate you’re runningthe report
SelectAll Items(incFar)
Sort By NextService Date
Printto excel
Whenthe printingoptioncomesupclickon the ‘Mapi option’(envelope)
Format: MicrosoftExcel 97 – 2000 – Data only(XLS)
Destination:Application
Okay
Custom:Data is exported toselectedoptions
Okay
Whenthe report opensupon excel,removeall of the following:
- Anythingthatisnot a machine (i.e.carsandvans) – sort the data by fleet numberand
delete anythingthatisn’tamachine
- RowC, D and F – (3.00, test certificatesand**)
- Anymachine that’sinsales – Sort date by column D (contract number/depot) and
delete anythinginsales
Your spreadsheetisnowsortedbydepot(column D) – move the data fromeach depot
intoitsown tab. Rename the tabwitheach depotsprefix ( I.e.Bri,Enf,Suf,Ken)
In eachdepotstab:
-Sortthe date by date (sothat the certs requiredisdisplayedsoonestatthe top)
- Wrap textso that all informationisdisplayed
- Expandthe columnssothat all of the data fitsacross the widthof the screen
Save reportto Hire desk2 > Certs> LiftingCertsDue > rename documentasthe date
youare creatingthe report
Email the documentto all depots‘pleasefindattached anupdatedlistof all machines
requiringliftingexaminations’.

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Cat and Hitachi Hours Report:
CAT Hours:
- Log ontothe CATwebsite
(www.myvisionlink.com Username:####### Password:########)
- Checkthat all machineshave afleetnumberfilledinAssetID (if not, see ‘how toupdate the Cat
website’onpage 15)
- Clickonthe orange dropdownoption> export> save FleetSummarytodesktop
- Openupthe excel reportfromdesktopandremove anyof the rowsnot required.Youwill only
needtokeepthe following: AssetId,Make/Model,HourMeterandDate Last Reported.
- Sort the data by model andthenbyfleetnumber(data>sort > sort by> ColumnB > add level >
thenby > columnA> okay)
- Printtwocopies – One for Tony Fitzandone for JohnFitz
Hitachi Hours:
- Log ontothe Hitachi website
(www.globaleservice.com Username:###### Password:#######)
-Clickone-service ownerssite
- Checkthat all machineshave afleetnumberfilledinOwnersMachine ID(if not,see ‘how toupdate
the Hitachi website’onpage 15)
- On the page,resultsperpage shouldsay500 > rightclick> selectall andpaste intoexcel
- Delete ColumnsA andB and any blankrows
- Sort the spreadsheetbyfleetnumber.Delete anyfleetnumbersstartingwiththe letter‘M’and any
remainingmachinescalled‘NoData’
- Nowthat yourspreadsheetissortedbyfleetnumberinsertaplaincolumnat column‘A’
- Nowreturnto Inshpire >views> stock> Sort byproduct groups(left) clickonExcavators > import
to excel >add to existingworkbook
- Sort data bydescription(column‘C’) > delete anyrowsthatare not‘Hitachi’andany rowsthat the
Hitachi fleetnumberbeginswith‘M’
- Sort byFleetnumber(column‘A’) >Cutand paste columnA onto the blankcolumnyouaddedon
the original excel sheet –youcan nowcompare machinesonthe Hitachi website toourfleet.
- InsertblankcellsinyourcolumnA so that the fleetnumbersinA andB are matchingside byside
- Go throughthe whole listinsertingblankcellswhere appropriate andthendelete anyrowswhere
it doesn’tshow2fleetnumbersside byside.
-Delete rowA ( as you onlyneedone columnof fleetnumbers)
- Afterthisdelete all columnsyoudon’tneedforthe report.(Serial number,Location,second
columnof datesand secondcolumnof hours)

16. P a g e | 15
-Youwill needtokeepthe following: Fleetnumbers,Make/Model,HoursandDate
- Sort Data by Model andthenby Fleetnumber(Column B> add level andthenA)
- Printtwocopies – One for Tony Fitzandone for JohnFitz
Updatingthe CAT website:
www.myvisionlink.com
Username:#######
Password:########
Everytwo weeksyoushouldupdate the Catwebsitewithourfleets.Tocheckif the website needs
updating,logontothe CAT website andscroll throughAssetID.If there are any machinesonthatlist
withouta fleetnumber(withthe serial numbershowinginstead) thenyouwill needtoupdate the
website withourfleetnumbers.
Clickon the dropdownoptionon Administrationandgoto AssetSettings
Clickon the machine withouta Fleetnumberandnote downthe Serial number
On Inshpire type the Serial Numberof the machine InMaintenance >Stockto findthe fleetnumber
itsallocatedto
Back on the Cat website clickonAssetIDand type the fleetnumberin‘New AssetID’> save
Do thisconsecutivelyuntil all the machineswhichhadnofleetnumberonthe website have been
allocatedwithourfleetnumbersfromInshpire.
Updatingthe Hitachi Website:
www.globaleservice.com
Username:#######
Password:######
Like the Cat website,the Hitachi websitealsoneedstobe updatedeverytwoweeks.
Log onto the Hitachi website andClickone-service ownerssite
Scroll throughOwnersMachine ID until youreachone saying‘NoData’
On the thirdcolumncopy the serial numberandpaste intoInshpire (Maintenance >Stock)
(Thiswill showyouthe fleetnumberthatthatserial numberisallocatedtoonour systems)
Once you knowthe fleetnumberthatrelatestothe serial numbergobackontothe Hitachi website
Clickon ‘NoData’
Type the fleetnumberwhere issays‘OwnersMachine ID’
Clickupdate

17. P a g e | 16
Signingoff Invoices:
WhenElaine bringsyouyourweeklyinvoicesyouwill needtocheckthemover, signthemoff,log
themon the invoicesexcelsheet andthenpassthemontoTony
Tyrefix Invoices:
WithTyrefix invoicesyouwill nothave apurchase orderto go withthem.
OpenyourTyrefix logonexcel
Clickfindandtype the invoice numberforthe invoice youare signing –that will bringupthe joband
fleetnumberthe invoice relatesto
Type the job numberonInshpire,checkthroughmemotosee if itrelatestothe damage
Clickon itemsandmake sure it’sbeencharged(andthat we have chargedmore than we paid)
Once you are happy all of these thingsare okayyou can signyourinvoice
-If the job hasbeencomplete thenclickonhistory>write that numberonthe invoice yoursigning
off and sign
-If the job hasnot beencomplete yetthenwrite the jobnumberonthe invoice youare signingoff
and sign
All OtherInvoices:
If Not Chargeable ( workdone ona vehicle orwear&tear etc) -
On Inshpire type the purchase order(foundonthe invoiceyouare singingoff)
Checkthe pricesmatch withyour invoice
Double checkthe damage Is reallynonchargeable ( checkmemoornotes/ if the works wasdone on
a vehicle)
If you are happythat the damage isnot chargeable tothe customerthenSignoff the invoice
If Chargeable:
On Inshpire type the purchase orderandcheckthe pricesmatch withyourinvoice
(Chargeable POsshouldbe linkedtoa jobor have the job itrelatestotypedup onthe ordernotes)
Clickon the dropbox arrow afterlinked(if itslinkedtoa jobthe jobnumberwill appear)
Clickon the jobnumber(anddo as above identical tothe Tyrefix invoices –explainedbelow)
Clickon itemsandmake sure it’sbeencharged(andthat we have chargedmore than we paid)
-If the job hasbeencomplete thenclickonhistory>write that numberonthe invoice yoursigning
off and sign
-If the job hasnot beencomplete yetthenwrite the jobnumberonthe invoice youare signingoff
and sign
If there is nojob number linkedyouwillneedtofindoutwhy,whatjobitrelatestoand if it’snot

18. P a g e | 17
supposedtobe linked(e.g.couldbe aPOfor stickersona machine – no charge to customer) before
signingoff yourinvoice.
Once you have signedoff yourinvoicesyouwill needtologthemonthe ‘Signedoff Invoices’excel
logand pass themontoTony Fitz.
Warranty notes:
Whenyouget callsfromotherdepotsaskingwhodoeswarranty/ nonwarranty workon a machine,
use the belowchart as a reference:
Manufacturer If UnderWarranty Not UnderWarranty
Neuson CBL (Paul @ Newbury) Wacker Neuson
Terex Local Terex Dealership Capital PlantSolutions
Cat Finning Finning
Hitachi Hm Plant Hm Plant
Dooson Pro Mac Pro Mac
JCB Greenshields Greenshields
Manitou MawsleyMachinery MawsleyMachinery
Ausa MawsleyMachinery MawsleyMachinery
Tyre SizesNotes:
Also,whenyouneedtoorganise fora new tyre to be fiton a machine,use the table below asa
roughguidance.
Machine Tyre Size Ply Rating Machine Tyre Size Ply Rating Machine Tyre Size Ply Rating
JCB 520.40 10 x 16.5 12 AUSA D350 AHG 11.5 / 80 x 15.3 14 THWAITES 1T SKIPLOADER 10.0 / 75 x 15.3 8
JCB 520.40 12 x 16.5 10 AUSA D400 AHG 11.5 / 80 x 15.3 14 THWAITES 1.5T HI SWIVEL 225 / 75 15.3 8
JCB 520.40 11.5 / 80 x 15.3 8 AUSA D600 APG 405 / 70 x 20 14 THWAITES 3T HI SWIVEL 295 / 80 x 15.3 10
JCB 520.50 10.5 / 80 x 18 10 AUSA D700 AP 405 / 70 x 20 14 THWAITES 3T FRONT TIP 295 / 80 x 15.3 10
JCB 524.50 12.5 / 80 x 18 AUSA D1000 AP 500 / 60 x 22.5 16 THWAITES 9T FRONT TIP 500 / 60 x 22.5 12
JCB 527.55 12.5 / 80 x 18 12 AUSA D1000 APG 500 / 60 x 22.5 16 THWAITES 10T FRONT TIP 500 / 60 x 22.5 12
JCB 528.70 17.5 / 80 x 24 THWAITES 6T POWERSWIVEL 405 / 70 x 20 14
JCB 531.70 15.5 / 80 x 24 12 Machine Tyre Size Ply Rating
JCB 532.120 15.5 / 80 x 24 12 NEUSON 1T DUMPER 10.0 / 175 x 15 8 Machine Tyre Size Ply Rating
JCB 533.105 15.5 / 80 x 24 12 NEUSON 3T DUMPER 11.50 / 80 x 15.3 10 MANITOU MT 1637 SL 440 / 80 x 24
JCB 535.95 15.5 / 80 x 24 12 NEUSON 6T DUMPER 405 / 70 x 20 14 MANITOU MT 1435 SL 15.5 / 80 x 24
JCB 535.125 15.5 / 80 x 24 12 NEUSON 9T DUMPER 50.0 / 60 x 225 12 MANITOU MT 1330 SL 15.5 / 80 x 24 12
JCB 535.140 15.5 / 80 x 24 12 NEUSON 10T DUMPER 500 / 60 x 225 12 MANITOU MT 932 SL 14.9 x 24 18
JCB 540.140 15.5 / 25 16 MANITOU MT 732 SL 14.9 x 24 18
JCB 540.170 15.5 / 80 x 24 16 Machine Tyre Size Ply Rating MANITOU MT 625 SL 12 x 16.5
JCB 541.70 15.5 x 25 16 BENFORD 1T SKIPLOADER 10.0 / 75 x 15.3 8 MANITOU MRT 2150 18 x 22.5
BENFORD 3T DUMPER
Machine Tyre Size Ply Rating BENFORD 6T DUMPER 405 / 70 x 20 14
TEREX TA3.5SH 11.5 / 80 x 15.3 8 BENFORD 9T DUMPER 500 / 60 x 22.5 12
TEREX TA5 12.0 x 18 12
TEREX TA5S 12.0 x 18 12
TEREX TA6 405 / 70 x 20 14
TEREX TA6S 405 / 70 x 20 14
TEREX TA7 405 / 70 x 20 14