Automatically Generate SMU Dockets on Machines

Head contractors can configure machines fitted with Digital Matter tracking devices to automatically generate electronic dockets based on Service Meter Unit (SMU) hours. This is particularly useful for dry-hire machines that don't have an operator recording dockets manually.

When configured, Virtual Superintendent automatically creates and submits SMU dockets based on the machine's power-on and power-off activity.

This feature is available only for machines with a Digital Matter device installed and configured to generate SMU dockets.

Permissions

To access the Dockets Setup page (Menu > Dockets Setup) to create and manage item codes, and the Plant page (Menu > Plant) to configure machines, you must have the following permissions:

Dockets Super User
User Admin

Create an SMU Item Code

Create an SMU item code for each plant type that requires automatic docket generation. You can then assign the item code to the relevant machines.

To create an SMU item code:

Sign in to Virtual Superintendent.
Click Menu > Dockets Setup. The Dockets Setup page opens.
Click the Item Codes tab.
Click Add Item. The Item Code: NEW dialog opens.
Complete the item code fields using the table below.
Click Save.

Field	Description
Supplier	Select the supplier associated with the item code.
Item	Enter a short item code, such as "P20TESMU".
PO Number	Enter the purchase order number used when exporting data to your financial system. If your organization doesn't use this field, enter any placeholder value.
Project	Enter the project number used for financial exports. If your organization doesn't use this field, enter any placeholder value.
Description	Enter a description, such as "20 T Excavator SMU".
Type	Select Plant.
Category	Select Plant. External Plant.
Active	Select Yes to make the item code available for docket generation.
Visible	Select No if the item code is only used for automatically generated SMU dockets. This prevents SafeSite users from selecting it manually.
Price	Enter the applicable SMU rate for the plant type.
UOM	Select SMU.

Important: Set Type to Plant and UOM to SMU. These values are required for automatic SMU docket generation.

Configure a Machine to Generate SMU Dockets

After creating the SMU item code, configure each machine that requires automatic docket generation.

The machine must have a Digital Matter device installed and connected to a power source linked to its ignition or hours clock.

Step 1. Configure the Digital Matter device

Sign in to Virtual Superintendent.
Click Menu > Plant. the Plant page opens.
Locate and select the machine you will be using, or click On-board to add a machine. The Edit Plant or Add Plant dialog opens.
Click the Configuration tab and, if required, click Edit.
Check the Digital Matter box under Tracking Method(s).
Enter the device's serial number in the Serial No field. Make sure the serial number matches the Digital Matter device installed on the machine. This field is only available after you select the Digital Matter checkbox.

Step 2. Configure SMU Docket Generation

Click the Costs tab.
Set Supplier to the supplier associated with the machine.
Open the Item Code dropdown and select the SMU item code you created earlier.
Select Create SMU Docket.
Set Supervisor to the person responsible for reviewing the machine's automatically generated dockets. This dropdown is only available after you select the Create SMU Docket checkbox.
Click Save and then Close.

Important: The selected item code must have UOM set to SMU.

The supervisor you select is automatically assigned to SMU dockets generated by the machine unless a subsequent operator sign-on overrides the assignment.

Note: For more information about other machine configuration settings, see the On-board and Manage Plant Equipment help article.

How Automatic SMU Dockets are Generated

Once configured, Virtual Superintendent uses the Digital Matter device's power events to create and submit SMU dockets.

Machine Activity	Docket Behavior
Machine powers on	Virtual Superintendent automatically creates a Draft SMU docket.
Machine powers off for less than three hours	The docket remains in Draft.
Machine is powered off for three hours	Virtual Superintendent submits the docket to the assigned supervisor. Its state changes to Submitted.

Note: For more information about docket states, see the Understand Docket States help article.

The three-hour threshold prevents short interruptions, such as lunch breaks, from submitting a docket before the operating period is complete.

Supervisor Assignment

The supervisor configured on the machine's Costs tab is assigned to automatically generated SMU dockets by default.

If an operator signs on to the machine using its Plant ID, the supervisor associated with the most recent sign-on takes precedence.

For example, if an operator signs on after the machine has powered on, the supervisor selected during the operator's sign-on replaces the supervisor configured for automatic SMU docket generation.

Automatically Populated Docket Fields

Virtual Superintendent populates the following fields on automatically generated SMU dockets:

Field	Value
Created By	System, indicating that the docket was generated automatically rather than created by a user.
Location	The project name.
Supervisor	The configured machine supervisor or the supervisor associated with the most recent operator sign-on.