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<< Click to Display Table of Contents >> Assets |
  
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<< Click to Display Table of Contents >> Assets |
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You can create Assets of value such as computers, office equipment, and furniture, and then assign these assets to the rooms where they are located. Assets may be transferred from one room to another as people and departments move to different spaces. The program totals asset values for rooms and you can look up the personnel who have access to your assets. You may also take digital pictures of your important and valuable assets to be stored in the program. If one of these assets is stolen you can provide law enforcement or insurance investigators with a picture, as well as the detailed information and who may have had access to the asset.
This topic includes:
To Open the Assets Information Screen
Field Descriptions of the Assets Information Screen
To transfer all Assets from one Room to another
The Assets Information Screen is where you create your various assets that you wish to track. The Asset's Description field is not unique because you may have many of the same assets in multiple rooms. For example, you may have purchased a multiple quantity of "Ace 1150 Notebook" computers. The ID Number field is what distinguishes one asset from another in the program so that you may have assets with the same name but with different ID numbers.
Important: You create and edit assets from the Assets Information Screen. There you may also change the location of an Asset. However, you assign your assets to your rooms from the Room Assets Screen that is part of the Building/Room Information Screen.
Before you start to add your assets, create your Asset Types, such as Computer, Copier, Furniture, Lab Equipment, or whatever you have at your site. This allows you to look up information and run reports based on your Asset Types. You may also add new Asset Types when creating new assets on the Asset Information Screen.
To Open the Asset Type Screen:
1. Click on the pull-down Setup Menu and select Control Lists. Then select Asset Types from that list.
2. The Asset Types Screen opens with the Primary Records List in the expanded view. All the fields in the Records List are empty in this mode.
3. The Description field is a lookup field for finding Asset Type descriptions.
Help with > Looking Up Records
4. Click on the Mode button on the top of the Asset Type Screen to display record information about a selected asset type. The record information is on the right side of the screen and the asset types to select from are on the Primary Record List on the left. There is only one field on the Asset Type Screen: the Asset Type Description field. Switching the Mode of this particular screen does not make any difference in terms of the record information.
5. For technical specifications about the Asset Type Description field, see Technical Program Information.
1. Click on the Add button on the Asset Type screen.
2. Enter the name of the Asset Type into the Description field.
3. Click on the Save button on the Asset Type Screen to store the record.
To Open the Assets Information Screen:
1. Click on the pull-down Setup Menu and select Assets.
2. The Assets Information Screen opens in the expanded view, allowing you to Add or Look Up records. You may also access reports, exit from the Assets Information Screen, or change the mode of the screen. The buttons that appear with gray text are inactive and not available in this mode.
3. The Description lookup field is the default, but you may click on any of the Field Column Names such as Current Value to look up records by that name.
4. Click on the Mode button to contract the Primary Record List to the left and display the record fields on the right.
5. For technical specifications about the Assets Information fields, see Technical Program Information.
1. Click on the Add button on the Assets Information Screen.
2. Type in and/or look up the information about the new asset. See field descriptions below.
3. Click on the Save button on the Assets Information Screen to store the record or Cancel to abort the add.
Field Descriptions of the Assets Information Screen:
Description: This is the full description of the Asset. You can include the Manufacturer and model number if appropriate. For example, "Ace 1150 Notebook."
Department: This is the name of the department that owns the asset. This department name can be different than the one that's assigned to the room. For example, the room may belong to Personnel while the computer in the room is owned by the ITS department.
Asset Type: This is the category of the asset, such as Computer, Furniture, or Office Equipment. The Asset Type field is a Record Selection field, so you may click on the blue down arrow to select (double-click) an Asset Type from the list. You may also type in a new Asset Type to add to the list or enter an existing Asset type.
Current Value: As the value of an asset depreciates, you can enter the current value of that asset.
Initial Value: This is the price that you paid for the asset.
ID Number: In the program, this is the unique identifier for the asset. For example, you may have many "Ace 1150 Notebook" computers but each one will have a different ID Number.
Serial Number: This is the Manufacturer's product serial number.
Purchase Date: Enter the date the asset was purchased.
Warranty: Enter any pertinent warranty information into this text box.
Location: This is a Record Lookup field that allows you to assign or change the asset's location (a room number). In the program, the primary method of assigning assets to rooms is from the Room Assets Screen. Each asset can only be assigned to a single location.
Print Asset Data Sheet (button): Creates a report that you can view or print about the selected asset. The report includes most of the field information about the asset as described above, and includes the picture of the asset.
Who Has Access (button): Creates a report that you can view or print of all personnel that have access by keys to the room where the asset is located. The report includes the key numbers that allow access to the room, the key number information, the personnel who have been issued the keys, plus key issuance information for number of keys held, quantity lost, and the date, if any, that the keys were due to be returned.
To Edit and Delete Records:
Once you have records added you can edit or delete the records as well as the linked information associated with those records. Editing and Deleting records affect any parent-child relationships of those records. To learn about editing and deleting records; See Editing Records or Deleting Records.
To Look Up Records:
The program's interface provides you with an extremely efficient way to look up and sort records and to find linked record information. To learn how to look up records; See Looking Up Records.
To Access Reports:
Click on the pull-down Reports Menu at the top of the Main Menu. To learn about the reports for this topic: See Reports.
This may be done two different ways. When you create a new Asset on the Assets Information Screen, you may use the Location field to look up a room that assigns the Asset to the selected room. Changing the location of an Asset changes the room to which it's assigned. The second way to add or assign Assets to Rooms is from the Room Assets Screen that is one of the Building/Rooms group of screens.
To assign an Asset to a Room using the Assets Information Screen:
Help with > Adding Records
1. Add a new Asset or look up an existing Asset on the Assets Information Screen.
2. Click on the Binoculars button on the Location field. If you're looking up an existing Asset, click the Edit button to make the Binoculars button available.
3. The Room Find Screen is displayed.
4. Look up and select the Building/Room record where the Asset is located.
5. Click on the Save button on the Assets Information Screen.
Important: If you're a limited user that does not have access rights to a room where one of your assets is located, then the Open Folder button on the Location field will be invisible. This means that you will not be able to jump to that room record.
To assign Assets to Rooms using the Room Assets Screen:
1. Click on the Building/Rooms button on the Main Button Task Bar on the Main Menu. You may also select Building/Rooms from the pull-down Setup Menu.
2. Look up and select the Building and then click on the Building Room List button to view the list of rooms for that Building.
3. Select the Room (double-click) from the Rooms list.
4. Click the Room Assets Tab button on the Room Information Screen.
5. Click the Binoculars button on the Assets list to display the Assets Find Screen.
6. Look up the Assets that you want to assign to the selected room.
7. Click in the check boxes for any assets that you want to assign to the room.
8. Click the Accept button.
9. When you're done assigning assets to the room, click the Save button on the Room Information Screen.
Instead of looking up Assets to assign to a room using the Binoculars button on the Assets list, you can click on the Open Folder button to display the Assets Information Screen for the selected Room record and add a new Asset this way:
1. Click the Room Assets button on the Room Information Screen.
2. On the Assets list, click on the Open Folder button to go to the Assets Information Screen for that room record.
3. On the Assets Information Screen, click on the Add button.
4. Fill in the information about the new Asset and click on the Save button.
5. Click the Exit button on the Asset Information Screen to return to the Assets list. The new Asset has been added to the list.
You can transfer a single asset from one room to another using the Location field on the Assets Information Screen. You can also transfer all of the assets in one room to another room using the Transfer All Assets button on the Room Assets Screen.
To transfer a Single Asset:
1. On the Assets Information Screen, click on the Edit button.
2. Click the Binoculars button on the Location field to look up and select the new room from the Room Find Screen.
3. Click on the Save button to assign the Asset to the new Building/Room location.
To transfer all Assets from One Room to Another:
1. Click the Buildings icon on the Main Button Bar. You may also select Building/Rooms from the pull-down Setup Menu.
2. Look up and select the Building and then click on the Building Room List button to view the list of rooms for that Building.
3. Select the Room (double-click) from the Rooms list.
4. Click the Room Assets Tab button on the Room Information Screen.
5. Press the Transfer All Assets button on the Room Assets Screen.
6. This displays the Room Find Screen and starts the Transfer All Assets Wizard.
7. Look up and select the building and room where the assets will be transferred.
8. Click on the Accept button on the Room Find Screen to enter that location in the Building/Room field on the Transfer All Assets screen.
9. If you wish to change the Building/Room location that you selected, click on the Binoculars button to display the Room Find Screen once again.
10. To transfer all the assets to the selected room, click on the Finish button on the Transfer All Assets screen.
You can take pictures of your valuable assets and have them displayed by the program. It may be beneficial to have a picture of an asset for security or law enforcement if that asset is lost or stolen.
To View the Photo of an Asset:
1. On the Asset Information Screen, select an Asset record.
2. Click on the Asset Photo button on the Asset Information Screen.
3. A photo of the asset is displayed.
To learn how to add photo images to the program see Adding Image Files (Pictures).