Asset 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.

Assets can be added to any menu group. 

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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 Users to edit the entry.
New	Creates a new asset of the type selected: – Equipment: No metre data. – Vehicles: Provides for an odometer reading. The type of asset cannot be changed afterwards.
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 – 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 and edited. Layout

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Header Explained 

Header	Description
Status	Allows users to set the Status for the entry.
Status Note	Allows users to type in a Note or instruction for that Status.
Description	The description is automatically filled in from the attributes after Save (button) is clicked as follows: – Vehicles: Make. model, year of manufacture, registration number. – Equipment: Make and model. Check the override checkbox to customise the description or to stop is being changed when attributes are changed.
Code	The code is automatically filled in from the attributes after Save (button) is clicked as follows: – Vehicles: Make. model, registration number. – Equipment: Make, model, serial number. Only the code is used in asset lookups on transactions or service tickets.
Entity	A dropdown list of Entities for users to select one.
Contact	A dropdown list of Contacts for users to selectone.
Override	A checkbox. If checked the description and code can be edited and are not overwritten when the attributes are updated.
Note	A field to type a note about the asset.

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Attributes (tab) Explained 

• Fixed attribute sets are automatically added for the type of asset.
• 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
Group	Adds a fixed attribute set (e.g. Financial).
Attributes	Adds custom attributes.

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Equipment Attributes 

Attribute	Explanation
Serial No.	A field to type the machine’s serial number.
Make	A field to select or enter the machine’s make.
Model	A field to select or enter the machine’s model.
Year of Manufacture	A field to enter the year the machine was manufactured.
Colour	A field to select or enter the machine’s colour.

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Vehicle Attributes 

Attribute	Explanation
VIN (Vehicle Identification Number)	A field to enter the vehicle’s identification number.
Engine No.	A field to enter the vehicle’s engine number.
Registration No. (License Plate)	A field to enter the vehicle’s registration number.
Make	A field to enter or select the vehicle’s make.
Model	A field to enter or select the vehicle’s model.
Year of Manufacture	A field to enter the vehicle’s year of manufacture.
Body Type	A field to enter or select the vehicle’s body type.
Colour	A field to enter or select the vehicle’s colour.

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Financial Attributes 

Attribute	Explanation
Supplier	A dropdown list of suppliers for users to select one.
Purchase Price	A field to 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 organisation is not registered for VAT).
Current Value	A field to enter the asset’s current value if it differs from the purchase price.
Salvage Value	A field to enter the asset’s salvage value (i.e. the asset’s value at the end of its useful life).
Depreciation Method	A field to enter the way the asset is depreciated (e.g. Straight Line or Reducing Balance).
Useful Life (Years)	A field to enter the number of years the asset should last.
Monthly Cost	A field to enter the monthly cost of the asset (e.g. running costs).

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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 there.

Field	Description
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Type	A dropdown list to select a Type of reading. Currently only Odometer is available.
SM No.	The Service Manager ticket number if a ticket is linked. For example, if a service ticket is created to service the vehicle.
Date	A calendar to select the date of the reading.
Reading	A field to enter the actual reading.
Created	The dateon which the entry was created.
Updated	The dateon which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: – Open Project: Opens the linked service ticket. – Delete: Deletes the entry.

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