Manage Assets

The Manage Assets screen allows users to view and edit information on existing fixed assets, add new fixed assets to the system, review depreciation, import fixed asset information, and assign allocations en masse. Asset transfers can also be performed from the Manage Assets screen. For information about how the Fixed Assets module has been set up, see Fixed Assets.

Existing Assets

1. From the Fixed Assets menu, click Manage Assets.

2. From the Manage Assets screen, click the Existing Assets tab.

3. From the Existing Assets tab, you have the ability to search for fixed assets by facility, category, department, barcode, or serial number by selecting the applicable information from the corresponding pull-downs or entering data in the provided text boxes.

The pull-downs are select multiple; therefore, you can select one, multiple, or all options. Click the Check all visible link to select all options at once. Click the Clear selected link to clear any selections made and start over.

Begin typing the name or number of the data in question in the Filter text box to pull matching information to the beginning of the list.

4. To search for assets based on the facility of location, select the facilities from the Search by Facility pull-down. Then, click Search.

5. To search for assets based on the assigned category, select the categories from the Search by Category pull-down. Then, click Search.

6. To search for assets based on the assigned department, select the departments from the Search by Department pull-down. Then, click Search.

7. To search for an asset based on the assigned barcode, enter the number in the Search by Barcode text box. Then, click Search.

8. To search for an asset based on the assigned serial number, enter the number in the Search by Serial # text box. Then, click Search.

Once a search is conducted, the Existing Assets tab displays the following columns of information: Description of the asset, the Barcode, the Serial Number, the Building, Room, and Facility location, the Requisition # (Purchasing Requests/Orders) the PO # (if ordering via Purchasing Requests/Orders), the Manufacturer, Brand, the Model Number, the Category, the Capitalized Code, the Noncapitalized Code, the Assigned User, Assigned Student (or Student Name / ID), the Department, the Date Acquired, the Purchased Price, the Salvage Value, the date Last Inventoried and the Inventory Method (via Take Inventory), the Disp. Fiscal Year, Disp. Date, the Disp. Code, the Status, the Lost indicator, and the Needs Barcode indicator.

To customize the columns displayed, click Toggle Columns.

a. From the Toggle Columns pop-up window, clear selected check boxes to remove the columns from the Existing Assets tab. Select the check box again to display the column.

Once a column is removed from display, it will not display again until the check box is selected again even when navigating away from the screen.

9. Click the Transfer button to request an asset transfer.

Clicking the Transfer button opens the Transfer Requests screen.

10. Click the View button to review and edit asset information via the Current Asset tab.

For more information about the fields displayed on the Current Asset tab, see Creating a Fixed Asset and Current Asset Tab.

11. Click Delete to remove the fixed assets.

a. Click Yes to confirm the deletion of the fixed asset. Note: Once removed, the fixed asset cannot be restored. Click Cancel to close the pop-up window and return to the Existing Assets tab with no changes made.

12. Click Duplicate to create a fixed asset with all the data from the original asset.

a. Enter the new Barcode for the fixed asset and press the Enter key in order to create the asset and copy over all original information. The new fixed asset displays on the Current Asset screen.

For more information about each of the fields displayed on the Current Asset screen, see Creating a Fixed Asset.

Creating a Fixed Asset

1. From the Fixed Assets menu, click Manage Assets.

2. From the Manage Assets screen, click the Create Asset tab.

3. Enter New Asset Information.

4. Enter the Barcode in the provided text box.

5. Enter the fixed asset's Description in the provided text box.

6. Enter the Purchased Price in the provided text box.

Shipping costs defined when creating the fixed assets purchase order are included in the fixed asset's purchased price. In order for the shipping cost to be added to the fixed asset's Purchased Price, the shipping cost must be added as a Line Items entry and the Shipping check box must be selected on the Purchase Order/Request. For example if the PO was $1500 and shipping was $100, the Purchased Price will be $1600.

7. Select the Asset Status from the pull-down, such as Active, Disposed, or Inactive.

8. Enter the Date Acquired in the provided text box.

9. The Net Current Value populates automatically when the asset is saved based on selections made in Setup > Settings > Fixed Assets > Net current value calculation.

10. Select the Asset Category from the pull-down.

11. Enter the Life Expectancy (Years) in the provided text box.

12. Enter the Salvage Value in the provided text box.

13. Select the Facility of location from the pull-down.

14. Select the Building of location from the pull-down. This pull-down populates and activates based on the Facility selected.

15. Select the Department from the pull-down.

16. Select the Room of location from the pull-down.

17. Select the Disposition Code from the pull-down, if applicable. When a code is selected from the pull-down, the Asset Status pull-down automatically updates to Disposed.

18. Enter the Manufacturer of the asset in the provided text box, if applicable.

19. Enter the Brand of the asset in the provided text box, if applicable.

20. Enter the Model Number of the asset in the provided text box, if applicable.

21. Enter the Serial Number of the asset in the provided text box, if applicable.

22. Click Save.

Once saved, the asset displays on the Current Asset tab. See the section on the Current Asset Tab for more information.

Current Asset Tab

Upon clicking View from the Existing Assets tab or clicking save when creating a new fixed asset from the Create Asset tab, the Current Asset tab displays.

Asset Information

The Asset Information section displays basic asset information such as the Barcode, Asset Status, Asset Category, and more. This section can be edited as needed.

1. Enter the Barcode in the provided text box.

2. Enter the fixed asset's Description in the provided text box.

3. Enter the Purchased Price in the provided text box.

Shipping costs defined when creating the fixed assets purchase order are included in the fixed asset's purchased price. In order for the shipping cost to be added to the fixed asset's Purchased Price, the shipping cost must be added as a Line Items entry and the Shipping check box must be selected on the Purchase Order/Request. For example if the PO was $1500 and shipping was $100, the Purchased Price will be $1600.

4. Select the Asset Status from the pull-down, such as Active, Disposed, or Inactive.

5. Enter the Date Acquired in the provided text box.

6. The Net Current Value populates automatically when the asset is saved based on selections made in Setup > Settings > Fixed Assets > Net current value calculation.

7. Select the Asset Category from the pull-down.

8. Enter the Life Expectancy (Years) in the provided text box.

9. Enter the Salvage Value in the provided text box.

10. Select the Disposition Code from the pull-down, if applicable. When a code is selected from the pull-down, the Asset Status pull-down automatically updates to Disposed.

11. Enter the Reconciliation Date in the provided text box, if applicable.

12. Enter the Manufacturer of the asset in the provided text box, if applicable.

13. Enter the Brand of the asset in the provided text box, if applicable.

14. Enter the Model Number of the asset in the provided text box, if applicable.

15. Enter the Serial Number of the asset in the provided text box, if applicable.

16. Click Save.

Purchasing Information

Once an asset is added, the Purchasing Information section displays. The Purchasing Information section should reflect Purchase Requests/Orders or Internal Purchase Requests/Orders when a PO is used to purchase an asset.

1. Enter the Vendor from which the asset was acquired in the provided text box.

2. Enter the Purchase Order # in the provided text box, if applicable.

3. Enter the Invoice # in the provided text box, if applicable.

4. Enter the Check # in the provided text box, if applicable.

5. Enter the Requisition # in the provided text box, if applicable.

6. Enter any Purchasing Notes in the provided text box.

7. Select the P-Card check box if a purchasing card was used to purchase the asset.

8. Select the Donation check box if the asset was donated not purchased.

9. Click Save.

Location Information

The Location History section displays the Facility, the Department, the Building, the Room, the Assigned User, and/or the Assigned Student.

1. The Facility cannot be changed without a transfer request via Fixed Assets > Transfer Requests.

2. Select the Building from the pull-down.

3. Select the Room from the pull-down.

4. Select the Department from the pull-down.

5. If the asset has been assigned to a user, select the Assigned User from the pull-down.

6. If the asset has been assigned to a student, select the Assigned Student from the pull-down.

If Student Name / ID has been enabled from the Fields tab via Fixed Assets > Maintenance, you have the option to enter student name and identification number information here. Note: To enable this field, clear the selected Hide Field? check box.

Specialty Item Information

The Specialty Item Information section displays the Vehicle ID, Title Number, License Plate, Warranty Date, Computer Role, Computer Type, MAC Address, and Pallet Number.

1. Enter the Vehicle ID in the provided text box if the fixed asset is a vehicle.

2. Enter the Title Number in the provided text box if the fixed asset is a vehicle.

3. Enter the License Plate number in the provided text box if the fixed asset is a vehicle.

4. Enter the Warranty Date in the provided text box.

5. Select the Computer Role from the pull-down if the fixed asset is a computer.

6. Select the Computer Type from the pull-down if the fixed asset is a computer.

7. Enter the Mac Address of the asset in the provided text box, if applicable.

8. Enter the Pallet Number of the asset in the provided text box, if applicable.

9. Click Save.

Allocations

1. Select the applicable accounting strip elements from the corresponding pull-downs, such as Facility, Department, Fund, etc.

2. If the fixed asset was purchased via a PO (Purchase Requests/Orders), select the Purchase Order from the corresponding pull-down.

3. Enter any applicable Notes in the provided text box.

4. Enter the Amount allocated in the provided text box.

5. Enter the Start Date and the End Date if the allocation is to be assigned to the fixed asset for a specified period of time.

6. Press the Enter key to save the line of data.

Add as many allocations as needed.

7. Click Mass Update to update data in select columns en masse.

a. From the Mass Update pop-up window, select the Column to be updated from the pull-down, and enter the Value to be populated.

b. Click Update.

c. The updated data displays in yellow. Click Save to apply the changes.

Depreciation Allocations

1. Select the applicable accounting strip elements from the corresponding pull-downs, such as Facility, Department, Fund, etc.

2. Enter the Percent to be allocated for depreciation in the provided text box.

3. Enter the Start Date and the End Date if the allocation is to be assigned for depreciation for a specified period of time.

4. Press the Enter key to save the line of data.

Add as many allocations as needed using the top blank row.

If Default Depreciation Allocations are set up via Setup > Settings > Fixed Assets, the allocation strip will populate automatically.

5. Click Mass Update to update data in select columns en masse.

a. From the Mass Update pop-up window, select the Column to be updated from the pull-down, and enter the Value to be populated.

b. Click Update.

c. Click Save to apply the changes.

Location History

The Location History section displays the fixed asset's location history including the Facility, Department, Building, Room, the Assigned User, Assigned Student or Student Name / ID, the user who changed the asset's location history via Transfer Requests in te Changed By column, the Date the asset was moved, and the Inventoried Method.

Disposal Transfer Information

The Disposal Transfer Information section displays asset transfer information when an asset is transferred to the disposal facility via Transfer Requests. The Disposal Transfer Information section displays the Requester, the Origina Facility, the Date Requested, the Approved Date, the Condition of the asset, if Courier Pick-up was required, and the Reason the asset was transferred to the disposal facility.

Files & Comments

1. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.

Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

2. To add a comment, type the comment in the provided text box.

Then, click the Post button.

View Depreciation History

1. For the fixed asset's depreciation history, click the View Depreciation History button.

The pop-up displayed lists the Fiscal Year, the Months of depreciation, the original Amount of the asset, the Accumulated Depreciation, the Facility and Department, and the depreciation expense accounting strip.

2. Click the white X to close the pop-up window.

View Audit Trail

1. To review changes made to the fixed asset, click View Audit Trail.

The Audi Trail pop-up window displays the User responsible for making the change, the Date the change was made, the original data in the Before column and the new data in the After column. The Before and After columns also display the field changed, such as Last Inventoried.

2. Click the white X to close the pop-up window.

Duplicate Asset

1. To create a copy of the fixed asset, click Duplicate Asset.

2. In the displayed pop-up window, enter the Barcode of the new fixed asset and press the Enter key.

3. All information from the original asset populates for the new asset except the new Barcode.

Depreciation

1. From the Fixed Assets menu, click Manage Assets.

2. From the Manage Assets screen, click the Depreciation tab.

3. In order to run depreciation, select the applicable fiscal year from the provided pull-down.

4. Click Run Depreciation.

The Depreciation History section displays the Fiscal Year, the amount of depreciation per the year in the Year Depreciation column, the amount of Previous Depreciation, and the Accumulated Depreciation.

Import Assets

1. From the Fixed Assets menu, click Manage Assets.

2. From the Manage Assets screen, click the Import Assets tab.

3. To import assets, click the Import button.

4. Search for and select your spreadsheet.

Ensure there are no blank lines of data in the CSV file as this will cause complications in your upload. Shown below is an example of a CSV file.

5. From the Import CSV pop-up window, you must verify that each pull-down is matched correctly.

6. Click Import CSV to import the assets.

7. Imported data populates in the Import Assets section. Edit data as needed by clicking the text fields or by clicking the pull-downs to change selections.

8. To delete imported assets, click the delete button (red minus sign).

9. You can import assets via a CSV file, but you can also add assets manually by entering data in the top blank row.

a. Enter the Barcode, Description, and Serial Number, select the Facility, Building, Room, Department, Category, Vendor, Assigned User, and Assigned Student from the pull-down, enter the Purchase Order #, Purchased Price, Date Acquired, and Life Expectancy, and select the Disposition Code.

b. Press the Enter key to save the line of data and add more assets.

10. To add the assets, click Submit.

Mass Allocate

1. From the Fixed Assets menu, click Manage Assets.

2. From the Manage Assets screen, click the Mass Allocate tab.

3. To set up allocations for multiple assets at a time, enter the range of barcodes in the provided text boxes. Enter the starting barcode and ending barcode in the Barcode Range text boxes.

4. Select the applicable accounting strip using the element pull-downs, such as Fund, Function, Object, etc.

5. Enter the Amount to be allocated from the select account, the press the Enter key to save the line of data.

Add as many accounts as needed using the top blank row for data selection.

6. When all allocations have been added, click Submit Allocations.

7. Once complete, a confirmation of completion displays. Click white X to close the pop-up window.

8. To review allocations added, see the Allocations section of the Current Asset tab.

Additional Features

If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

Click the Check all visible link to select all options in the pull-down. Click Clear selected to remove any selections made in the pull-down.

The Page Size defaults to 25 results a page. Enter the number of results you would like to display per page in the provided text box.