Organization Settings

In this article:
Overview
Details
Logo
Work Orders
Purchase Orders
Inspections
Custom Fields
Barcode Settings
GPS Integrations


Overview

The Organization Profile is where company-wide settings are managed, such as date format, timezone, and currency settings.

To access this screen, click the Gear icon on the top right and choose Organization Profile.

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Details

The first tab that opens up in the Organization Profile is the Details tab.

We will go over each option below.

Button at the top for 'Remove Sample Data'
If you are a demo user, or have just signed up with MPWEB after your trial period, this button will be available. Our trial comes with sample equipment, parts, and other data already populated to make it easier to try out the program. Clicking this button will remove any sample data, such as the sample equipment and parts, from your organization. If you have already removed sample data then this button will be hidden.


Name
This is the name of your company / organization. You can edit this name as necessary.

Phone
This is the primary phone number of the company.

Owner
The name listed here is the designated 'owner' of the organization. They automatically receive full admin rights. You can click the drop down and choose a different owner if company ownership has changed. The list will be populated based on logins that are setup from your main Employee list.

Timezone
Here you can set the primary timezone where your organization operates. This works in conjunction with Work Order completed times and other program functions.

Currency
Here you can set the currency your company works in.

Date format
You can modify the date format to match your company's place of business.

Kilometers / Miles / Hours threshold
If a value other than 0 is entered into these boxes the system will compare new odometer updates with the existing odometer value of the equipment to see if it is past the 'threshold' level. This is to help prevent erroneous odometer entries that are too high or too low.

As an example, lets say a unit has a current odometer of 100,000 and a value of 5,000 is entered as the Miles Threshold value on the organization profile. The next meter update for the unit of 102,000 would work fine. If a higher meter number is entered by accident for the very next meter update, such as 120,000 (misplacing the 2 digit), then a message will pop-up and say that the meter increasing from 100k to 120k is beyond the 5k limit. This will prevent the excessive 120k from being saved and allow you a chance to fix the mistake.

Default Fuel Units
You can choose between Gallons and Liters for recording fuel transactions.

L/km Efficiency Units
When working with fuel transactions the program will automatically try to calculate fuel efficiency. You can modify how the calculation is performed here.

Inventory Accounting
Each part that is tracked with a quantity will have part receipts added to it. Here you can change whether or not our system pulls from the oldest or newest part receipt when utilizing a part for service. FIFO means First In First Out which uses up the oldest part receipts first. LIFO means Last In First Out which uses up the newest part receipts first. For more information about how part receipts work please follow this link.

Default Inventory Tracking
When adding new parts to the system you have the option of setting Inventory Tracking to Yes or No. If Inventory Tracking is set to Yes, then the system will track quantity/stock of the part and let you know how much you have and when you are running low. If Inventory Tracking is set to No, the system will not track quantity available, which means you will be able to post the part as often as you wish. This setting here applies only to 'new' parts being added to the system. For parts already added, you will need to manually edit the part and enable/disable tracking on it.

Allow Overdrafts
When tracking part inventory, when the part quantity reaches zero it can no longer be used on Work Orders or other parts of the program without receiving more stock in to bring it above zero. If you set the Allow Overdrafts option to Yes then the part quantity can go into the negative. For example, if part ABC123 has a quantity of 0, but you use 1 of these parts on a Work Order, the quantity will go to -1 if overdrafts are allowed. Note that once this option is enabled it cannot be turned back off. Once enabled parts will always be able to go back into the negative.

Fiscal Year Begins
Here you can set the month when your company's fiscal year begins. This is used for reporting purposes.

Free-Text Repair Names
Whenever you add a new repair name to MPWEB it gets stored into a repair name list. You can add restrictions onto employees so that way they are forced to use the existing repair list, and you can also specify who is allowed to add, edit, or delete items from this repair list. If you check the option for 'free-text repair names' you will be able to type in any repair name you wish, without pulling from or adding to the repair name list.

Repair Submissions
MPWEB has the ability to host a unique public link for non-MP Web users to report repairs needed for equipment. If you check this box a blue web link will be generated. You can link to this URL within your organization to allow anyone to submit repair requests.

Clicking the blue link will copy the URL to the clipboard, so you can easily paste the link into emails or other applications.

Hide labor cost
This will hide the labor costs on Work Orders so that they do not appear on the edit screen or on any print outs.

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Logo

In the Logo tab you can upload a square company logo to the program.

The first 'select file' button is used to place an image on the top left of any Purchase Order print outs.

The second 'select file' button will place your image on the top left of the program, above the menu.

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Work Orders

The Work Orders tab will allow you to configure different settings that pertain to Work Order tickets, such as custom statuses and prefixes.

Custom Work Order Statuses (Enterprise Subscription Only)
If you are on the Enterprise subscription of Maintenance Pro Web you will have an option to add new work order statuses to the system. Click the blue New button on the top right to add a new status.

Note that you can only create 2 of these. If the New button is missing it is because you already have two custom status values.

You can choose a label for the status, a color, and whether the Work Order ticket will be locked if this status is chosen. A locked WO means no new tasks can be added to the ticket.

These statuses will appear as drop down options on your Work Order tickets.

Work Order Prefix
Here you can add a prefix to your WO numbers. For example, if you add PRE- to the prefix box then all new WO tickets will show up as PRE-1000, PRE-1001, and so on.

Edit WO Numbers
If this option is selected you will be able to manually set the Work Order number when creating a new record.

Work Order Sequence
This value tells the system what the very next Work Order should be numbers. MPWEB will automatically increment this number by 1 when a new ticket is issued. However, if you wish to skip to a higher number you can enter it here. Note that it is not possible to drop this number down to a lower value if modified.

Custom Costs
These will appear as an extra line item on the bottom of the Work Order where you can add a miscellaneous cost.


Require signature to complete
If this option is checked you will be asked for a signature whenever a Work Order record is closed.

Work Order Printout Footer
Anything added to this text box will print out onto the bottom of the Work Order ticket.

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Purchase Orders

Purchase Order Prefix
Here you can add a prefix to your WO numbers. For example, if you add PRE- to the prefix box then all new PO tickets will show up as PRE-1000, PRE-1001, and so on.

Edit PO Numbers
If this option is selected you will be able to manually set the Purchase Order number when creating a new record.

Purchase Order Sequence
This value tells the system what the very next Purchase Order should be numbers. MPWEB will automatically increment this number by 1 when a new PO is issued. However, if you wish to skip to a higher number you can enter it here. Note that it is not possible to drop this number down to a lower value if modified.

Require signature to complete
If this option is checked you will be asked for a signature whenever a Purchase Order record is closed.

Purchase Order Printout Footer
Anything added to this text box will print out onto the bottom of the Work Order ticket.

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Inspections

Hide Inspection Meter
If this option is selected, the New Inspection screen will no longer ask for a meter reading. This is a global setting and is applied to all inspection templates equally.
Inspection Repairs by Default
Whenever a checklist item on the inspection is failed a repair request will automatically be created.

Require signature to complete
If this option is checked you will be asked for a signature whenever an Inspection record is completed.


Custom Fields

Custom fields are used as a way to create your own 'boxes' to enter text into. For example, when editing equipment there is not a field to add an Engine Type. Using Custom Fields you can create an 'Engine Type' box on the equipment profile which you can use to save this data.

Under the Custom Field tab you will see a Drop Down box. Choose the Custom Field type here. In our example we're going to set it to Equipment, as that's where we wish to enter our custom field.

Click the blue New button on the top right to add a new field in.

The Type will already be filled in based on what was chosen earlier in the drop down box.

Enter what you want the label of the custom field to be into the Name box.

Check 'Default' if you want this box to automatically appear every time a new record is added. If default is left unchecked, the custom field will still exist in the system but will be hidden unless added manually to the equipment profile.

Click Save to add the field to the system.

Now, whenever you add new equipment to the system, the Engine Type field will be available on the bottom.

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Barcode Settings

Whenever MPWEB is run on a computer, the MPWEB program will attempt to listen for any barcode scans coming from a USB scanner. 

The Barcode Settings tab allows you to modify barcode length, timer, and check digit parameters.

In most circumstances you will use the barcode scanning functionality in conjunction with parts. However, you can assign a barcode to an asset on your equipment list as an easy way to reference the unit. The Equipment Lookup will allow you to choose what to look for on the scan if you wish to pull up equipment.

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GPS Integrations (Enterprise Only)

Any supported GPS integrations can be added here with the New button.

Once a GPS integration is setup, our system will attempt to contact the GPS provider on a daily basis to bring in any new odometer readings, location updates, and DTC codes.

If you need assistance with setting up GPS integration please contact us at support@mtcpro.com.

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