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Assets Edit Views

Assets Edit 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.

Buttons Explained

Button	Description
Arrows	Navigates to the next or previous entry.
Recent	A dropdown list of recently viewed records for quick access to those records. The button is supressed if there are no recent items.
Edit	Allows the entry to be edited.
New	Creates a new asset of the type selected. The available types are: Other Equipment Vehicles
Save	Saves any changes.
Actions	Refresh Lookups: Applies any recent changes to lookup lists on attributes. Copy: Copies the asset to create a new asset. Delete Asset: Deletes the asset if it is not linked to a transaction. Deleted assets are sent to the Recycle Bin.
Menu	View/Edit Notes & Attachments: Allows notes and attachments to be viewed, edited, and created. 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

Header Explained

Field	Description
Status	A dropdown list of statuses to select one.
Status Note	A field to type a status note.
Description	A field to enter a 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	A field to enter a brief description or code. Only the code is used in asset lookups on transactions or service tickets. 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	A dropdown list of entities for selection.
Contact	A dropdown list of contacts for selection.
Groups	Click the ellipses to add groups (categories) to the asset.
Note	A space to enter a note.

Attributes (tab) Explained

Fixed attribute sets are automatically added for equipment and vehicles.

Additional fixed attribute sets can be added (e.g. Financial).

Fixed attribute fields cannot be altered, only the values can be captured.

Custom attributes can be created to input additional information (Menu (button) > Edit Attributes).

Lookup lists can be created for the attributes from the context menu (right click the entry and select Edit Lookups). Alternatively, the values can be typed in.

Button	Description
Attributes
> Add	Provides a list of attributes that can be added.
> Remove	Provides a list of attributes that can be removed.
Equipment Attributes
Serial No.	Enter the machine’s serial number.
Make	Enter the machine’s make.
Model	Enter the machine’s model.
Year of Manufacture	Enter the year of manufacture.
Colour	Enter the asset’s colour.
Vehicle Attributes
VIN (Vehicle Identification Number)	Enter the vehicle’s identification number.
Engine No.	Enter the vehicle’s engine number.
Registration No. (License Plate)	Enter the vehicle’s registration number.
Make	Enter or select the vehicle’s make.
Model	Enter or select the vehicle’s make.
Year of Manufacture	Enter the vehicle’s year of manufacture.
Body Type	Enter or select the vehicle’s body type.
Colour	Enter or select the vehicle’s body type.
Financial Attributes
Supplier	A dropdown list of suppliers to select one.
Purchase Price	Enter the asset’s purchase price. The purchase price should exclude VAT if VAT was claimed back. The purchase price should include VAT, if VAT was not claimed (e.g. if the tax laws do not allow VAT to be claimed on the specific asset or the you are not registered for VAT).
Current Value	Enter the asset’s current value.
Salvage Value	Enter the asset’s salvage value (i.e. the asset’s value at the end of its useful life).
Depreciation Method	Enter the way the asset is depreciated (e.g. Straight Line or Reducing Balance).
Useful Life (Years)	Enter the number of years the asset should last.
Monthly Cost	Enter the asset’s monthly costs (e.g. running and maintenance costs).

Odometer (tab) Explained

Fields in blue can be edited if the entry is not linked to a Service Ticket. If the entry is linked to a Service Ticket, it can only be edited on the ticket.

Field	Description
Field Chooser (*)	Used to add or remove columns.
ID	The system-generated number for the entry.
Type	The type of reading.
Ticket No.	The linked service ticket’s number.
Date	The reading’s date. This field can only be edited if the reading was captured directly (i.e. not transferred from the linked service ticket).
Reading	The odometer reading. This field can only be edited if the reading was captured directly (i.e. not transferred from the linked service ticket).
Created	The date on which the entry was created.
Updated	The date on which the entry was last updated.
Updated By	The user who last updated the entry.
	A submenu with the following options: Open Ticket: Opens the linked service ticket. Delete: Deletes the entry.

Learn More

Assets List Views: Explains the interface and different displays for viewing lists of assets.
Assets Tutorials: 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.