Note: The instructions below are for completing the Asset Details screen, which appears after clicking the Edit Record button located to the right of the Asset field within the Invoices and Receiving options, in order to track the line item as an asset within the Fixed Asset Inventory module (if applicable).
In the blank line (indicated with an asterisk) at the bottom of the Asset Details List, enter a unique tag number (ID number) for the asset in the Asset Tag field, if desired. The tag number can be alphanumeric and up to 20 characters long. Leave the Asset Tag field blank to assign the tag number once the asset is added in the Fixed Asset Inventory module.
Enter the description of the asset in the Asset Description field. The description can be up to 40 characters long. The description for the detail line item appears as the default but can be changed.
Note: To optimize sorting on printed reports, be sure to enter all descriptions consistently. For example, enter a 6-foot folding table as "Table, folding, 6 foot", a 10-foot cafeteria table with benches as "Table, cafeteria with benches, 10 foot", and a 15-foot boat-shaped conference table as "Table, conference, boat-shaped, 15 foot", so that all the tables are grouped together on reports.
Enter the serial number of the asset in the Serial Number field, if applicable. The serial number can be alphanumeric and up to 25 characters long.
Enter the name of the manufacturer for the asset in the Manufacturer field, if known. The name of the manufacturer can be up to 50 characters long.
Enter the model number of the asset in the Model Number field, if applicable. The model number can be alphanumeric and up to 25 characters long.
Enter the date the asset was purchased in the Purchase Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date. The Purchase Date will default to the Received Date if entering a receiving or the Invoice Date if entering an invoice, but can be changed if needed.
Select the Purchased New field if the asset was purchased new; if the asset was previously used when purchased, do not select this field. A checkmark will appear in the box if the field is selected. By default, this field will be selected.
Enter the number for the quantity of the asset in the Quantity field. The quantity can be up to 10 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. If entering a receiving, the number entered in the Received Quantity (except rounded to 2 decimal places) will appear as the default, but can be changed.
Enter the purchase cost of the asset (if entering multiple assets with only one asset tag number, enter the unit cost) in the Unit Cost field. The unit cost can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. If entering an invoice, the Invoice Detail Amount will appear as the default, but can be changed. If entering a receiving, the Unit Cost for the first asset line added for a detail line will default as follows: 1) if there is a Unit Price on the purchase order (as displayed in the Purchase Order Detail Information List), that amount (except rounded to 2 decimal places) will default as the Unit Cost; 2) if there is not a Unit Price but there is a Purchase Order Detail Quantity, then it defaults the Purchase Order Detail Amount divided by the Purchase Order Detail Quantity as the Unit Cost; or 3) if there is neither a Unit Price nor a Purchase Order Detail Quantity, it defaults the Purchase Order Detail Amount as the Unit Cost.
Enter the ID of the room where the asset is located in the Room ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Leave the Room ID field blank to assign the location once the asset is added in the Fixed Asset Inventory module.
Enter the ID for the owner of the asset in the Owner ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter the ID of the department for which the asset is located or associated with in the Department ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID for the condition of the asset in the Condition ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, repeat these steps until all the assets have been added for the detail line.
Click the Save button to save the asset details for the detail line and continue entering invoices or receivings.
Note: If needed, to delete an asset record, click the Delete button to the left of the desired line, and then when prompted, click Yes to the delete the row.