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Inventory Pro

Trace: Assets

Assets

Assets

Inventory → Management → Assets

Field Description
DeleteUse this button to delete an asset from your database.
Add NewUse this button to add a new asset to your database.
Asset TagThe text in this field is used to identify the asset within your system. This is also the code that will print on the bar code label if you choose to print one for this asset.
DescriptionEnter a brief description of the asset in this field. This description will accompany the asset tag when selecting an asset to identify it.
Asset TypeChoose an asset type from the dropdown menu in this field.
Created/ Created ByThese fields fill automatically and show when and by whom the record was created.
Modified/ Modified By These fields fill automatically and show when and by whom the record was last modified.
Manufacturer This field is used to store the name of the manufacturer of an asset.
SupplierThis field shows the name of the supplier of an asset.
Center CodeThis field can be used to associate an asset with a particular cost center or as a secondary classification field as described in the Inventory section of the manual.
Owner This field lists the employee who own an asset.
Parent AssetThis field is used to associate an asset with another asset. For example, you might list a particular computer as being the parent asset of its printer. In order for an asset to appear in this dropdown menu, you must already have entered it into the system as an asset.
ModelThis field shows the model number of an asset.
Serial NumberThis field displays an asset’s serial number.
LocationThis field lists the location where an asset is stored.
Dates/Warranty These fields contain information about dates within the life cycle of the asset as well as information about any warranty the asset may have.
CostsThese fields contain information about the original and replacement costs of the asset.
CountThis field shows how many of an asset you have.
Count UOM This field shows the unit of measure in which an asset is counted. This UOM does not need to be on the UOM list, unlike a UOM for an inventory item.
Air Area through Elec. PhaseThese 6 fields, all adjacent to each other, allow you to enter important information about an asset, such as its voltage or wattage. Note that many assets will not have any data for some or all of these fields.
Expiration DateThis field shows when a particular asset will expire or otherwise stop working, if applicable.
RetiredThe checkbox in this field indicates that an asset is no longer in use.
Comments This textbox contains a blank field in which you can enter comments about an asset.
Under Maintenance Check the checkbox in this field for assets currently undergoing some kind of repairs.
Used By This field is used to assign an asset to a particular employee.
Depreciation This field allows you to select decline in value over time of an asset. More details on how to use the depreciation feature of Inventory Pro Online are found on page 78.
Faceplate/Jack This field can be used to associate an asset with a type of faceplate or jack.
Picture A picture of the asset can be viewed uploaded using the link in this field. To upload an image, click on the link in this field and then click on the “Upload” button in the window that pops up. You can then select an image and upload it to the asset record by clicking on the “Open” button once the picture that you wish to upload is selected.
Req. Periodic Certification Check the checkbox in this field an asset must be regularly certified.
Certification Units You can use the dropdown menu in this field to select how often certification must occur for an asset, if applicable.
Req. Periodic Inspection Check the checkbox in this field an asset must be regularly inspected.
Inspection Units You can use the dropdown menu in this field to select how often inspection must occur for an asset, if applicable.
Number of Units This field appears twice, once under Inspection Units and once under Certification Units. They both are places to enter the number of units that must be inspected/certified at each inspection/certification. Note that if an item must be certified and inspected numbers must be entered into both of these fields.
Retire Click on this button to retire an asset as described at the bottom of the page. Note that this button no longer appears once an asset has been retired.
Restore Click on this button to restore an asset as described at the bottom of the page. Note that this button only appears once an asset has been retired.

Adding a New Asset

Inventory → Management → Assets → “Add Asset” Button

To add a new asset into the database:

  1. Click on the “Add Asset” button.
  2. Enter an asset tag and any other applicable fields as described above.
  3. Click on the “Save” button.
  4. When you are finished, you can click on the “Add New” button or return to the asset list and begin again at step 1 to continue adding assets or go to a different page to stop adding assets.

Modifying an Existing Asset

Inventory → Management → Assets → Pencil Icon in Edit Column

  1. Search for the asset that you wish to modify as described earlier in the manual under Searching.
  2. Click on the pencil icon next to the asset that you wish to modify.
  3. Make the desired modifications.
  4. Click on the “Save” button

Retiring an Existing Asset

Inventory → Management → Assets → Pencil Icon in Edit Column

  1. Search for the asset that you wish to retire as described earlier in the manual under Searching.
  2. Click the pencil icon to the left of the Asset field for the asset that you wish to retire.
  3. Click on the “Retire” button.
  4. A warning will pop up asking you if you are certain about your decision.
  5. Click on the “Yes” button to retire the asset.
  6. The asset has been now been deactivated.

Once assets have been retired, they can be restored to active status by simply going to the page the same way you would if you were retiring the asset and click on the “Restore” button. As well, retired assets will show up on the asset list when All is selected in the Status field, so if you do not wish to see them be sure that Active is selected on the Status field in the Assets page.

Asset Types

System → Definition → Asset Types → “Add New Asset Type” Button

System → Definition → Add New Asset Type

Sometimes you will have to add a new tangible or intangible asset type. To do so:

  1. Click on System and then on Add New Asset Type or on Asset Types.
  2. If you clicked on Asset Types in step one, click on the “Add New Asset Type” Button; otherwise, skip this step.
  3. Fill in the Description field.
  4. Select the depreciation methods that apply in the Depreciation fields.
  5. Fill in any other fields that are applicable.
  6. Remember to check the checkbox in the Use field if you wish to have the asset useable as an active asset.
  7. Click on the “Save” button.

You can also access asset types that you have already created:

  1. Click on System and then on Asset Types.
  2. A table should appear on the screen with all of the asset types that are currently in the database.
  3. You can search for assets types in this table much like you can for any other data in Inventory Pro Online.
  4. To edit an existing asset, click on the pencil icon next to the asset.
  5. You can also add an asset to this field by pressing the “Add Asset” button.

Depreciation Formulas

The following formulas are supported in Inventory Pro by default, additional formulas can be included per request. We support 2 depreciation methods on each asset.

Adding a New Asset Depreciation Formula

System → Definitions → Asset Depreciation → “Add New Asset Depreciation” Button

System → Definitions → Add New Depr. Formula

  1. Click on System and then on Asset Depreciation or on Add New Depr. Formula.
  2. If you clicked on Asset Depreciation in step one, click on the “Add New Asset Depreciation” button; otherwise, skip this step.
  3. Type in a description and formula.
  4. Check the checkbox in the Use field to allow the asset depreciation formula to be used.
  5. Click on the “Save” button.