Company Assets

This screen allows you to define Company Assets. These Assets can be linked to Service Jobs and a complete Service History maintained

 

List Tab

 

Display fields

 

The displayed fields are taken from the Company Asset information entered into the ‘Detail’ tab.   The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  

On the displayed panel you can:

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Click on the ‘Show field’ checkbox to display the field

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Amend the column heading by changing the content of ‘Display Label’

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Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’.

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Click the ‘Save’ Button when done.

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

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To sort the data in a selected column simply click on the column heading.  Clicking against will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

 

Include Inactive Status - If this is checked then the displayed list will include those Assets whose status is ‘Inactive’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.   To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Company Assets screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Company Asset.

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Company Asset from this table

 

Related: This will bring up a list of functions that are related to the Company Asset.  You may open and maintain information in those screens whilst still remaining in the Company Asset screen.

 

Reports: This will bring up a list of Reports that are related to the Company Asset. You can immediately run the report whilst still remaining in the Company Asset screen.

 

 

Detail Tab

 

Entry and Display fields

 

Asset Name: Entry is only allowed during an Add transaction.  Enter the name of the new Asset.    Duplicate Asset names are not allowed

 

Asset Number: This is an open format field where you can enter any unique identifier for this Asset.   No validation checks are carried out.

 

Asset Type: Select the Asset Type from the drop-down list.  Asset Types are user-maintained under General>Settings>Asset Type.

 

Status: Select the current status from the drop-down list.  The options are ‘Active’ or ‘Inactive’

 

Calendar Order: Select the position (commencing from 0) that determines where this Company Asset will appear in the Job Calendar

 

No Scheduling: If this is 'checked' then this Company Asset will not display in the Shop Calendar and the Assignment Board. 

 

Assignment Image: Select an image for this Asset to be displayed in the Assignment Board.

 

Description: Enter a brief description of the Asset.  A longer description can be entered into the Notes (see below)

 

Department Code: From the drop-down list select the Department Code to which the Asset belongs. Department Codes are user-maintained under General>Settings>Departments.

 

Physical Location: Enter the physical location within the Company Site where the Asset is located.  This is open format and no validation checks are made against the entry.

 

Qty: Enter a number here if there are multiple quantities of this Asset sharing the same asset name and number.

 

Site Name: From the drop-down list select the Company Site where the Asset is located.  Company Sites are user-maintained under General>Company Sites.

 

Default User for Reminders: From the drop-down list select a User.  All Employees linked to this User will be emailed a Reminder when activity against this Asset is due.

 

Maximum Weight: The total weight of the Asset(s). This is used for Deliveries to calculate the weight when this asset is used.

 

Maximum Volume: The total volume of the Asset(s) - Used for Deliveries to calculate the volume when this asset is used.

 

 

 

Linked Service Asset Info

 

Service Asset: If you already have an existing record in Customer Assets defined for this Company Asset, you can now link it by selecting the Asset name in this field and press “Create Service Asset” button.

If you do not have a Customer Asset record defined for this Company Asset, then you can leave this field blank. Pressing the “Create Service Asset” button will create the Customer Asset record with the same name as the Company Asset and link them.

 

(Button) Create Service Asset: Pressing this button will link an existing Customer Asset record (specified in Service Asset field) to this Company Asset record or create a new Customer Asset record (if Service Asset field is blank) for this Company Asset record and link them.

 

 

Purchase Details & Asset Values

 

Supplier: Enter the name of the Supplier from whom the Asset was purchased.  This is open format and no validation checks are made against the entry.

 

Purchase Number: For your own reference enter the originating Purchase Order Number for the Asset.

 

Purchase Date: Select the date - from the drop-down calendar - when the Asset was purchased

 

Original Value: Enter the original Purchase Price of the Asset.  No validation checks are made against the entry.

 

Warranty Applies: If a Suppliers or Manufacturers Warranty has been supplied with this asset then ‘check’ this checkbox to open up the next two fields.

 

Warranty Expiry: Select the date - from the drop-down calendar - to indicate when the Warranty will expire.

 

Warranty Reference: Enter the reference identity of the Warranty.  This is open format and no validation checks are made against the entry.

 

 

Asset Tracking Information

 

Asset Currently At: Display only field showing where the Asset is currently located (Customer, Supplier, or On Site).  The specific location is maintained via the ‘Asset Tracking’ button.

 

(Button) Asset Tracking: This will bring up a separate screen where you can maintain the current Location (and location history) for this Asset.  For more information on the Asset Tracking function see later in this Reference Guide.

 

Notes Tab

 

Notes: You can enter unlimited amount of Notes that are related to this Asset.  These notes will be available wherever the Asset is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Capabilities Tab

 

This panel allows you to record the Asset's capabilities.

 

Capability Name: Select from drop-down list of pre-defined Capabilities. An asset can have multiple capabilities. Add a record for each capability.

 

Capability Expires: Tick this box if this Capability has an expiry date.

 

Capability Expiry: If the previous box is ticked, then enter the expiry date here.

 

Reference: If the capability is a Licence or a Qualification, this would be a Licence Number or Certificate Number.

 

 

Buttons

 

Close: This will close the Company Asset screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Not applicable to the Detail panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related:     This will bring up a list of functions that are related to the Company Asset.  You may open and maintain information in those screens whilst still remaining in the Company Asset screen.

 

Reports:     This will bring up a list of Reports that are related to the Company Asset.  You can immediately run the report whilst still remaining in the Company Asset screen.

 

 

History Tab

 

Display fields

 

This screen shows the full Service History for the selected Company Asset.

 

Job Type: The Type of Job that created this record.  Job Types are maintained under the Job>Settings>Job Types

 

Order Number: The Job Number against which the Service was carried out

 

Order Date: The date when the Service was carried out

 

Status: The current status of the Job taken from the Job record

 

Actual Cost: The Cost of the Service to maintain this Asset

 

Buttons

 

Close: This will close the Company Asset screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Company Asset

 

Save: Not applicable to the History panel

 

Cancel: Not applicable to the History panel

 

Delete: Not applicable to the History panel

 

Related: This will bring up a list of functions that are related to the Company Asset. You may open and maintain information in those screens whilst still remaining in the Company Asset screen.

 

Reports: This will bring up a list of Reports that are related to the Company Asset. You can immediately run the report whilst still remaining in the Company Asset screen.