Record Service Type Retrofit in TR4 - Guide

Service Type Retrofit is designed to document the conversion of a system from one type of refrigerant to a new type of refrigerant (Recover/Install).

1. To add a service event to an existing work order, you must first navigate to the Work Order Detail page of an Open work order. This can be done using the Work Order List page, or Global Search.

2. To record a Retrofit, on the Work Order Detail page, locate the CREATE SERVICE EVENT button located in the top right, next to the EDIT button

3. Select CREATE SERVICE EVENT

4. User is redirected to the Create Service Event workflow.

5. Complete the required fields in each section, beginning with (1) Enter Service

• Equipment Worked On – select the specific equipment that was serviced during the visit being recorded.
  • Once selected, some Equipment details will appear below, including Material Type and Gas Capacity.
• Type of Service – Retrofit
  • Additional Sections will appear based on the Type of Service selected. The Create Service Event work flow is designed to only collect the necessary details for the specific type of service being recorded.
• Primary Technician – select the primary technician from the dropdown list
• Secondary Technician – select the secondary technician from the dropdown list (if applicable)
• Service Date – Choose the date of service. This should be the date the technician(s) is onsite completing the work you are now recording.
  • Trakref's position is that 1 Visit = 1 Service Event. If a repair takes multiple visits, a Service Event should be documented for each visit 
  • Clients may treat this as 1 Date = 1 Service Event. In this case, a client may allow servicers to combine multiple visits under a single Service Event if the visits occurred on the same day 
• Reference Number – this can be used to record an internal reference number, Service Company internal tracking number, Purchase order, associated Trakref work order, etc
• Parts Required - This is an optional field to document parts information. For example, if a repair is incomplete due to part availability, this section may be used to document the details of the part(s) required to complete repair or service.
• Notes - this text field is offered to clients a space to document notes related to the retrofit.
• Service Action - select from dropdown.

6. After completing the Enter Service section, locate SAVE FOR LATER and NEXT buttons above the Type of Service.

• If the required information is not all available, the SAVE FOR LATER option can be selected at any point after Type of Service is chosen. SAVE FOR LATER allows user to save partial record information. User can then return at a later time to resume recording entry.

7. Select NEXT to continue to the next section: (2) Recover Gas

8. Complete section (2) Recover Gas to document the amount of old refrigerant recovered during the retrofit.

• RECOVER GAS - select the RECOVER GAS button to document the recovery of gas from the system.

• Selecting this button will launch the Recover Gas form

• • Cylinder -Select Cylinder from the dropdown
    • If the client does not keep an inventory of their cylinders, select the option for Unknown Cylinder
  • Transfer Amount - Enter the total amount recovered
  • Cylinder Notes - optional, check with the client for requirements
  • Transfer Notes - optional, check with the client for requirements
    • Notes may include identifying if gas is customer-owned, servicer owned, or where the recovered refrigerant is sent
  • RECOVER GAS - Click the Recover Gas button to add the recovered gas detail to the service event.

• Recovery Equipment Used
• Was Appropriate Vaccuum Pulled?
• Vacuum in HG (inches of mercury)

9. Select NEXT to continue to the next section: (3) New System Details

10. Complete section (3) New System Details

• New Material Type - Select the New Material Type from the dropdown.
  • Default value will appear as the Old Material Type
• New Oil Type - Select the oil type required for the new material type.
• New Gas Charge Capacity - Enter the gas capacity for the system with the new material type

11. Select NEXT to continue to the next section: (4) Install Gas

12. Complete section (4) Install Gas to document the amount of new refrigerant installed during the retrofit.

• INSTALL GAS - select the INSTALL GAS button to document the installation (addition) of new gas to the system during retrofit.

• Selecting this button will launch the Install Gas form

• • Cylinder -Select Cylinder from the dropdown
    • If the client does not keep an inventory of their cylinders, select the option for Unknown Cylinder
  • Transfer Amount - Enter the total amount installed at the end of service
  • Cylinder Notes - optional, check with the client for requirements
  • Transfer Notes - optional, check with the client for requirements
    • Notes may include identifying if gas is customer-owned, servicer owned, or where the recovered refrigerant is sent
  • INSTALL GAS - Click the Install Gas button to add the installed gas detail to the service event.

13. When gas is installed during a retrofit, the Purpose for adding gas is Initial Charge

14. Select NEXT to continue to the next section: (5) Verification / Tests

15. Complete section (5) Verification / Tests

• Verification Method - select from dropdown
• Charge Amount Determine By - select from dropdown

16. Select NEXT to continue to the next section: (6) Complete

17. Under the final section to Complete, fill in the form only as it is required by the Client

• Labor Hours for this Activity - Customer-specific requirement. Only complete this if the Client tracks labor hours. 
• Select GL Code - Customer-specific requirement. Only complete this if the Client tracks GL Code

18. When all Client required sections are complete, select the COMPLETE button in the upper right to save the service event

19. Window will appear confirming Service Event successfully created.

20. After Service Event is created, from the popup window user has the option to navigate to another page based on their unique need.  

• VIEW SERVICE EVENT - select this option to return to the Service Event detail page for the event just recorded.
• CREATE NEW SERVICE EVENT - select this option to return to the Create Service Event workflow if another service event needs to be added to the work order 
• X - select the X in the top right corner to return to the Work Order Detail page