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Assets List Views

Assets List Views

The Assets module can be used in a variety of ways. Businesses that service assets (e.g. motor vehicles, or computer equipment) can enter their customer’s assets and link these assets to the customer accounts and service tickets. Businesses that use assets to produce income (e.g. printers) can link these assets for production features to determine the profitability of the asset.

The asset types named equipment and vehicles provide additional fields like serial numbers. If those fields are not needed, the type ‘other’ can be used, even for equipment and vehicles.

Assets is part of the setup menu but can be added to any menu group.

There are multiple views. The Actions button is only available on the Default view.
The Vehicle and Equipment views include additional fields for the asset’s attributes.

Buttons Explained

Button	Description
View	Generates a list of entries as per the selected data filters.
Arrow on View Button	> Reset Data Filter: Resets all the data filters.
Recent	A dropdown list of recently viewed records for quick access to those records. The button is supressed if there are no recent items.
New	Creates a new asset of the type selected. The available types are: Other Equipment Vehicles
Output	Prints, previews, or exports the selected report if Output Templates are added. Allows the display to be exported in .xlsx, .csv, or .htm format.
Actions	This button is only available in the Default View. Batch Update: Applies the changes to all the selected records when Update (button) is clicked and the changes are confirmed. The options are: Contact: Changes the contact to the one selected from the dropdown list. Entity: Changes the entity to the one selected from the dropdown list. Groups: Adds or removes the group selected from the dropdown list. Status: Changes the status to the one selected from the dropdown list.
Menu	Show Notes: Toggles displaying or hiding notes. Views: Default Vehicles Equipment Settings Edit User Access: Sets the user access for assets. Edit Attributes: Allows custom attributes to be created and applied to assets. Edit Statuses: Creates statuses for assets. Edit Groups: Allows groups to be created for assets. Layout

Filters Explained

Filter	Description
Set	A dropdown list of date options to select one including No Date which displays all the records.
Arrows	Adjusts the dates in the direction of the arrows.
Date	Used to customise the dates.
Created	If selected displays transactions created on the selected date.
Updated	If selected displays transactions updated on the selected date.
Entity	A dropdown list to select a specific entity.
Contact	A dropdown list to select a specific contact.
Status Checkboxes	Checkboxes. Only entries with the checked statuses are displayed. If no boxes are checked, all the entries are displayed.

Default: Fields Explained

Field	Description
Field Chooser (*)	Used to add or remove columns.
ID	The system-generated number for the entry.
Status	The entry’s status.
Type	The type of asset.
Description	The asset’s description. If auto generated the description is created as follows: Equipment: The machine’s make and model. Vehicles: The vehicles, make, model, year of manufacture, and registration number.
Code	The asset’s code which is used in all lookup lists. If auto generated the code is created as follows: Equipment: The machine’s make, model, and serial number. Vehicles: The vehicles, make, model, and registration number.
Override	A checkbox. If checked the description and code can be edited (in Edit View).
Entity	The entity to which the asset is allocated. An asset can only be allocated to one entity. However, an entity can have multiple assets.
Contact	The contact to which the asset is allocated. An asset can only be allocated to one contact. However, a contact can have multiple assets.
Groups	The groups that the assets belong to.
Created	The date on which the asset was created.
Updated	The date on which the asset was last updated.
Updated By	The user who last updated the asset.
	A submenu with the following options: View/Edit Notes & Attachments: Creates, edits, or displays notes and attachments. Edit: Opens the asset’s record for editing. Copy: Copies the asset to create a new asset. Delete: Displays a warning and lists where the asset is currently used. If confirmed, deletes the asset. Deleted assets are sent to the Recycle Bin

Vehicles: Fields Explained

Field	Description
Field Chooser (*)	Used to add or remove columns.
ID	The system-generated number for the entry.
Status	The entry’s status.
Description	The vehicle’s description.
Code	The vehicle’s code.
Entity	The entity to which the asset is allocated.
Contact	The contact to which the asset is allocated.
Groups	The groups that the assets belong to.
VIN	The vehicle’s identity number.
Engine No.	The vehicle’s engine number.
Registration No.	The vehicle’s registration umber.
Make	The vehicle’s make.
Model	The vehicle’s model.
Year	The year of manufacture.
Body Type	The vehicle’s body type.
Colour	The vehicle’s colour.
Widget	A submenu with the following options: View/Edit Notes & Attachments: Creates, edits, or displays notes and attachments. Edit: Opens the asset’s record for editing.

Equipment: Fields Explained

Field	Description
Field Chooser (*)	Used to add or remove columns.
ID	The system-generated number for the entry.
Status	The entry’s status.
Description	The asset’s description.
Code	The asset’s code which is used in all lookup lists.
Entity	The entity to which the asset is allocated.
Contact	The contact to which the asset is allocated.
Groups	The groups that the assets belong to.
Serial No.	The asset’s serial number.
Make	The asset’s make.
Model	The asset’s model.
Year	The asset’s year of manufacture.
Colour	The asset’s colour.
Widget	A submenu with the following options: View/Edit Notes & Attachments: Creates, edits, or displays notes and attachments. Copy: Copies the asset to create a new asset.

Learn More

Assets Edit Views: Explains the interface for adding assets such as equipment and vehicles.
Creating and Editing Assets: These tutorials explain how to create and edit assets.
Assets Groups: These tutorials explain how to create and edit groups to classify assets.