New Features

• What - Introduced comprehensive Purchase Order Management functionality within the Assets module, enabling agencies to create, track, and manage purchase orders throughout their complete lifecycle. The system includes configurable boards with custom numbering formats, billing and shipping address management, approval workflows, vendor communication capabilities, and detailed status tracking from draft through delivery and closure with full audit trail documentation.
• Why - This new feature was developed due to customer request to provide integrated purchase order management capabilities that streamline procurement processes, maintain accurate financial records, enable approval workflows for fiscal oversight, and provide complete audit trails for purchasing activities within the fire service operations management system.
• How - Configure and use Purchase Order Management:
  • Setup - Boards:
    • Navigate to Setup → Purchase Orders → Boards
    • Default board created automatically on first access
    • Configure Purchase Order Number Format with unique board short code
    • Enable Send notification to approvers checkbox
    • Define Approvers field for approval workflow users
    • Configure additional board settings similar to work order boards
  • Setup - Billing:
    
    • Navigate to Setup → Purchase Orders → Billing
    • Add Agency Name (can be repeated for same client)
    • Configure billing address information
  • Setup - Shipping:
    • Navigate to Setup → Purchase Orders → Shipping
    • Add Location field (can be repeated for same client)
    • Configure shipping address details
  • Purchase Order Workflow:
    
    • Access Purchase Orders menu with list view columns: Number, Invoice #, Board, Creation Date, Vendor, Inventories, Location, Shipping, Total Qty, Status
    • Create new purchase order (requires CREATE permission)
    • Status progression: Draft → Pending Approval → Approved → Sent → Processing → Shipped → Delivered → Closed
    • Alternative statuses: Needs Review, Denied, Needs Attention, Cancelled
    • Available actions: Edit (excludes Closed/Cancelled), Start (from Delivered status), Duplicate, View (read-only for Closed/Cancelled), Print (PDF format), Remove, Archive
  • Approval Workflow (with APPROVAL permission):
    • Review purchase orders in Pending Approval status
    • Approve or Deny purchase orders
    • System sends notifications to defined approvers
  • Receiving Process:
    • When status changes to Delivered, choose:
      • Change status only then receive items later
      • Receive directly and close PO immediately
    • Start receiving process from Delivered status
    • Complete item receipt and close purchase order
  • Required Permissions:
    • READ - Access purchase orders
    • UPDATE - Edit purchase orders
    • CREATE - Create purchase orders
    • DELETE - Delete purchase orders
    • APPROVAL - Approve purchase orders
    • ARCHIVE - Archive purchase orders
    • Setup permissions - Manage boards, billing, and shipping configurations
• Use Case - Procurement officers can create a purchase order for $15,000 in firefighting PPE equipment, route it through the approval workflow where the battalion chief and finance director receive automatic notifications to review and approve the expenditure, track the order status as it moves from "Sent" to the vendor through "Processing" and "Shipped" stages, and then initiate the receiving process when status changes to "Delivered," maintaining complete audit trails of all approvals, status changes, and communications for annual budget reviews and financial audits while ensuring accountability throughout the procurement lifecycle.
  

Enhancements

• What - Enhanced the Apparatus Import Wizard to automatically create associated dispatch units when they don't already exist in the system. The wizard now reads the Dispatch Unit Code from the CSV file and creates new dispatch units using the provided code as both the name and code identifier, with a maximum character limit of 40.
• Why - This enhancement was implemented due to customer request to streamline apparatus setup by automatically creating dispatch units during the import process, reducing manual data entry and ensuring proper apparatus-to-dispatch unit associations without requiring separate dispatch unit configuration.
• How - Dispatch units are created automatically during apparatus import:
  • Navigate to Apparatus Import Wizard
  • Include Dispatch Unit Code column in your CSV file
  • Enter dispatch unit codes (maximum 40 characters)
  • Process the import
  • System checks if dispatch unit code exists:
    • If exists: Associates apparatus with existing dispatch unit
    • If does not exist: Creates new dispatch unit with code as both name and code
  • New dispatch units appear in the Dispatch Unit list
  • Apparatus are automatically associated with their dispatch units
• Use Case - Communications supervisors importing 15 new apparatus can include dispatch codes like "E1", "T2", and "M3" in their import file, and the system automatically creates corresponding dispatch units "Engine 1", "Truck 2", and "Medic 3" if they don't exist, eliminating the need to manually create dispatch units before importing apparatus and ensuring immediate availability for CAD system integration.
  

• What - Added the Work Performed field from Work Orders to the Ad Hoc reporting system, enabling users to include detailed work descriptions in custom reports. The field is available for use in all report configuration options including columns, filters, criteria, sort, grouping, and summary rows.
• Why - This enhancement was implemented due to customer request to provide comprehensive work order reporting capabilities that include detailed descriptions of maintenance activities performed, enabling better analysis of maintenance patterns, costs, and resource allocation across fleet operations.
• How - Use the Work Performed field in Ad Hoc reports:
  • Navigate to Ad Hoc Reports
  • Select Work Orders as your data source
  • Access the new Work Performed field
  • Configure the field in report sections:
    • Columns - Display work performed details
    • Filters - Limit results by work type
    • Criteria - Search specific work descriptions
    • Sort - Order by work performed
    • Grouping - Organize by work categories
    • Summary Rows - Aggregate work data
  • Generate reports with comprehensive work descriptions
• Use Case - Fleet maintenance managers can create reports showing all brake system repairs performed across the apparatus fleet in the last quarter, including detailed work performed descriptions like "Replaced front brake pads and rotors, bled brake lines, adjusted parking brake," enabling analysis of common maintenance needs, parts inventory planning, and identification of recurring issues that may indicate systemic problems requiring preventive action.
  

• What - Enhanced the Manufacture Date field for equipment to allow manual date entry in addition to date picker selection, providing users with flexibility in how they input manufacturing dates during equipment creation and editing processes.
• Why - This enhancement was made due to customer request to improve data entry efficiency by allowing direct typing of manufacturing dates, particularly useful when entering dates from equipment documentation or when processing multiple equipment records with known dates.
• How - Manually enter manufacture dates for equipment:
  • Navigate to Equipment creation or editing
  • Locate the Manufacture Date field
  • Type the date directly using your keyboard
  • Alternative: Continue using the date picker if preferred
  • Save the equipment record
  • Manual entry follows standard date format validation
• Use Case - Equipment managers entering manufacturing dates for 30 new SCBA units from purchase documentation can quickly type dates like "05/15/2024" directly into the field rather than clicking through date pickers for each unit, significantly reducing data entry time during bulk equipment registration and ensuring accurate warranty tracking and replacement planning based on equipment age.
  

• What - Enhanced the Preventative Maintenance notes functionality to allow individual PM notes editing at the asset level while maintaining the original setup notes for other assets. Users can now customize notes for specific assets without affecting the master PM configuration or other associated assets.
• Why - This enhancement was implemented due to customer request to provide flexibility in PM documentation by allowing asset-specific maintenance notes while maintaining standardized instructions across multiple assets, accommodating unique equipment conditions or site-specific requirements.
• How - Edit individual PM notes at the asset level:
  • Create Preventative Maintenance from Setup with notes
  • Navigate to the Preventative Maintenance page
  • Select the specific asset requiring custom notes
  • Edit the notes individually for that selected asset
  • Original setup notes remain unchanged for other assets
  • Asset-specific notes apply only to the selected asset
  • Other assets continue displaying the original setup notes
• Use Case - Fleet supervisors can customize PM notes for Ladder 1's aerial device inspection to include "Check hydraulic fluid levels in auxiliary reservoir due to previous leak repair" while maintaining standard aerial inspection notes for Ladder 2 and Ladder 3, enabling technicians to address unit-specific maintenance concerns while following standardized procedures across similar apparatus types.
  

• What - Introduced bulk inventory request creation functionality that allows users to select multiple items from inventory usage and restock sections and create requests with one click. The system intelligently processes requests based on board configurations, automatically separating items by board and validating required fields including assigned-to personnel and default request types.
• Why - This enhancement was developed due to customer request to improve inventory request efficiency by enabling bulk processing of multiple items simultaneously while maintaining proper board organization and required field validation, reducing time spent creating individual requests and improving inventory management workflow.
• How - Create bulk inventory requests with automatic validation:
  • Navigate to Inventory Usage and Restock overview sections
  • Select multiple inventory items for requesting
  • Request button becomes available with multiple selections
  • Click Request to initiate bulk creation
  • System validates and processes based on configurations:
    • Same board, assigned-to, with default request type: Request created successfully
    • Same board, assigned-to, without default request type: Modal indicates request cannot be created
    • Same board, not assigned-to, with default request type: Modal indicates request cannot be created
    • Different boards with various configurations: Modal shows which requests created successfully and which were skipped
  • Confirmation modal displays results with request numbers as clickable links
  • Request numbers link directly to request forms
  • Inventories associated with same request are identified with numbers
• Use Case - Supply coordinators can select 20 different inventory items needing restock across multiple stations and create bulk requests with one click, with the system automatically creating separate requests for items on different inventory boards, validating that assigned personnel and request types are configured, and providing immediate feedback showing "Request #2024-156 created for 8 items on Station 1 board, Request #2024-157 created for 12 items on Station 3 board," dramatically reducing the time spent on routine inventory request processing from 20 individual submissions to a single bulk operation.
  

• What - Enhanced the system to retain historical checklist data for pouches that have been deleted from kits, ensuring completed inspection records remain accessible for audit purposes while preventing deleted pouches from appearing in new checklists. Deleted pouches are removed from restock, request, work order cost, and equipment assignment functions.
• Why - This enhancement was implemented due to customer request to maintain data integrity and audit trail compliance by preserving historical inspection records even after organizational changes result in pouch deletions, ensuring accurate historical reporting and regulatory compliance documentation.
• How - Historical data retention operates automatically:
  • Navigate to Kit Check → Pouch
  • Delete a pouch from the kit
  • System behavior:
    • Pouch stops displaying in new checklists to be started
    • Pouch continues displaying in history of checklists completed before deletion
    • Pouch is removed from:
      • Restock functions
      • Request processes
      • Work Order Cost calculations
      • Assigned to Equipment associations
  • Historical records remain accessible for reporting and audit purposes
  • New checklists do not include deleted pouches
• Use Case - Medical supply supervisors who reorganize Medic 5's equipment configuration and delete the "Pediatric Supplies" pouch can still access historical inspection records showing that pouch was properly checked during the previous 6 months, ensuring compliance documentation remains intact for quality assurance audits while preventing crews from attempting to inspect a pouch that no longer exists on the unit.
  

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7.  Update Behavior for Request Type Board

• What - Updated the inventory request board behavior to automatically assign a default request type to new boards and existing single-request-type boards, eliminating manual request type selection for unassigned inventory items during bulk operations. The system automatically marks the first request type as default when creating new boards.
• Why - This enhancement was implemented due to customer request to streamline inventory request workflows by automatically assigning appropriate request types during bulk operations, reducing manual selection steps and ensuring consistency in request processing for unassigned inventory items.
• How - Default request type assignment works automatically:
  • Existing boards with single request type:
    • System automatically marks it as default
    • No manual configuration needed
  • New boards:
    • Navigate to Board Setup
    • First Request Type automatically marked as default
    • Star indicator shows default selection
    • Change default by selecting different request type
  • Bulk operations:
    • Unassigned inventory items automatically use board's default request type
    • Manual override still available when needed
  • Multiple request types:
    • Select preferred default using star indicator
    • Only one request type can be default per board
• Use Case - Supply coordinators performing bulk inventory requests for routine station supplies can rely on the "Station Supplies Board" to automatically assign the default "Standard Restock" request type to all selected items, eliminating the need to manually select request types for 30 individual items during monthly replenishment operations and ensuring consistent processing workflows while still maintaining flexibility to override for urgent or special circumstance requests.