Asset Record

The asset record stores all the information about the asset you need to track and manage. When you access an asset record, general information about the asset appears at the top of the page, such as the asset ID, class, location, department, vendor, acquisition date and value, accumulated depreciation, book value and last depreciation date.

Additional information about the asset appears in the tiles on the record. You can open and close these tiles to view or hide the information, and you can drag and drop the tiles to the location you want on the page.

Tip: Move the tiles using the anchor in the top right corner .

Each tile is described below.

The General tile displays additional asset information, such as the in-service date, depreciation method, convention, useful life, salvage value, model # and serial #.

The Transaction tile displays all the transaction activity associated with the asset. At a glance, you can view the transaction date, number, type, amount and post status. You can also add transactions to the asset record if you have rights to do so. Types of transactions you can add include:

  • Accumulated Depreciation transaction

  • Year To Date Deprecation transaction

  • Acquisition transaction

For information, see Add Asset Transaction.

Select View all transactions to view a summary page of all the transactions associated with the asset. In the Transaction # column, you can view the actual record. For more information, see Asset Record Transactions .

The Projected depreciation tile displays the projected depreciation for the asset. At a glance, you can view asset depreciation information including depreciation amounts, accumulated depreciation, and book value for each period.

Note: This tile appears only on asset records with a depreciation method of "Straight line."

The Depreciation distribution tile displays the distributions defined for the asset.

Note: This tile does not appear on asset records marked "Do not depreciate."

The Location tile displays the history of all asset location changes, including the original location, new location, who moved the asset and when.

You can also change the location of the asset from this tile. For more information, see Move Asset Location.

Notes displays the notes you've created for the asset. To add new ones to the asset, select Add. For more information, see Notes.

Actions displays the actions you've created for the asset. To add new ones to the asset, select Add. For more information, see Actions.

The History tile displays changes made to the asset, including date, what changed, and new and previous values.

From the Attachments tile on an asset record, you can upload or link to files you want attached to the asset - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information about media, see Attachments.

The Custom fields tile displays any custom fields you've created for the asset. Use custom fields to add additional information to a record, and to further filter records when you search. For information on how to add custom fields, see Custom Fields.

To edit an asset, access the Assets list. From an open asset record, select Edit and make your changes. For example, you might want to change the asset description or depreciation method.

To delete an asset, access and open the asset from the Assets list. From the asset record action bar, select Delete.

Note: You cannot delete asset records with transaction activity.

To add an alert to an asset, select Add an alert on the action bar of an open asset record. For more information about alerts, see Alerts.