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Create an Asset

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When a new asset is purchased, you will need to create an asset record so that it can be maintained. When you create an asset, you first need to complete the required information and then later the additional information can be completed​.

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  1. Navigate to Assets. The Asset Management screen displays.
  2. Click on the New Asset button. The Create Asset form displays.

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  1. Complete the required information:
Field Description

Asset ID field

Enter the Asset identifier and this must be a unique number. For example, Truck 001, Truck 002 and so on. 

Description field

Enter a short description of the asset. You can use letters, numbers, or a combination of up to 24 characters. For example, 2017 White Chevrolet Silverado
Site drop-down Select a site that the asset belongs to.

Group drop-down

Select an asset group and this describes where an asset belongs, who uses it, and what they use it for. The Group field is used for reporting and sorting purposes and is defined during configuration.

For example, an asset group can be used to describe a location or a department that the asset belongs to.

Budget drop-down

Select the budget assignment and the budget is used to collect transactions. The budget assignments is defined during configuration.

Status drop-down

Select the status either Active, Inactive, Scrapped, or Sold.

Category drop-down

Select the asset category, which is the broadest description of an asset. For example, Vehicles.  Also, asset categories are tied to asset Sub Categories.  

The Category field is used for reporting and sorting purposes and is defined by your Administrator during set up.

Sub Category drop-down

Select the asset sub-category, which is a narrower, but still generic description of an asset. These describe what type of assets are available for that category. For example, Truck is a sub-category in the Vehicles category. 

The Sub Category field is used for reporting and sorting purposes and is defined by your Administrator during set up.

Now that you have completed the required information, you can click the Save button or you can continue on and complete the additional information below.

  1. Click General's expand clipboard_ec8fbfc012a99f7072bc4872e156007c6.png icon.

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  1. Complete the general information:
Field Description
Vendor drop-down Select the vendor who supplied the asset.
Customer drop-down Select the customer that the asset belongs to. For example, if you perform maintenance on customer-owned equipment.
Parent Asset field Either select from the list or search for the parent asset.
  1. Click Spec's expand clipboard_ec8fbfc012a99f7072bc4872e156007c6.png icon.

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  1. Complete the specification information:
Field Description

Year field

Enter in the asset's year.

Manufacturer drop-down

Select the manufacturer of the asset.

Manufacturers defined by your Administrator during set up.

Model drop-down

Select the model of the asset.

Models defined by your Administrator during set up.

In-Service Date calendar

Select the in-service date.

Serial # field

Enter the serial number of the asset.

Barcode/Tag field

Specify a custom barcode using your company naming convention. System-generated and custom barcodes can both be used.
  1. Click Assets's expand clipboard_ec8fbfc012a99f7072bc4872e156007c6.png icon.

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  1. Complete the asset information:
Field Description
License Plate # field Enter the license plate number.
License Plate Expiration calendar Select the license plate expiry date.
Transmission # field Enter the transmission number.
Passengers # field Enter the number of passengers.
Warranty Epx. Calender Select the warranty expiry date.
  1. Click Cost's expand clipboard_ec8fbfc012a99f7072bc4872e156007c6.png icon.

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  1. Complete the cost information:
Field Description

Purchase Date calendar

Select the date the asset was purchased.

Purchase Cost field

Enter the amount that was paid for the asset.

Useful Life (Months) field

Enter the amount of expected life in months for the asset.

Salvage Value field

Enter the expected value of the asset.

Sold Date calendar

Select the date the asset was sold.
  1. When you have completed the information, click the Save button.