Asset Viewer

Purpose:

The Asset record may be used to record assets that your firm owns or leases for the purposes of:

Preventive Maintenance Tracking

Costing / Billing to Direct and Overhead Jobs

Recording Expenses (user reporting only)

Equipment Rental Billing

Usage:

Currently, the Job Journal Co.Equipment Tab and the Work Order Other Tab may be used to charge equipment Assets to a particular direct or overhead Job. If the Work Order Other tab is used, the Accounting Period’s WO Other to GL field must be flagged.

Related Record Setup:

Job Cost Category
The Selection Cost Type of Equipment should be selected for Job Cost Categories that are used to charge company equipment (Assets) to jobs to enable proper tracking of costs and reporting. The Posting Cost Type of Other should be chosen when the Selection Cost Type of Equipment is selected.

Other Rates: Create Operating and Idle Other Rates to be used when charging company equipment Assets to Jobs in the Job Journal. The GL Credit Account field must be completed. The Cost Category selected should have a Selection Cost Type of Equipment.

See Asset PM Type and Asset Type for setup information on these records.

Important Fields – Upper Section:

Main Tab:

Asset Id:
Uniquely defines this company Asset (Truck001, Backhoe003, Computer010).

Asset Type Name:
Briefly decribes this Asset - not required but strongly recommended.

Asset Type Id:
Select an appropriate Asset Type for this record.

Manufacturer:  Manufacturer Model: Model Year:
These informational fields are recommended but not required.

Serial Number:
The manufacturer's serial number.

License Number:
This field would typically be used to record the currect license plate number of a vechicle. If your firm operate in multiple states, you may wish to include the state designation in this field (e.g., OH RHI-3234).

Asset Type: Owned Leased Other
Select the appropriate Type for this Asset depending upon whether it is Owned or Leased by your firm.

Warranty Info:
This field may be used to brief describe the warranty coverage on this asset.

Inactive?
If this box is checked, this item will be considered Inactive. It should be flagged if this Asset is sold or decommissioned so that it will not appear on the active Assets list.

Asset User 1 2 3 4 5
These optional fields may be used for entering any information your company wishes to retain or use for custom reporting purposes.

These fields can also be used to set Equipment Fields when creating new equipment via the Create New Equipment button on the Location tab. The following keys can be entered on any of the Asset User fields pass valid Id's to the corresponding Equipment fields. Multiple key/id pairs, separated by commas, can be entered on a single Asset User line.

Tech=a valid Technician Id
Cert=a valid Certification Id
Script=a valid Call Script Id
Profile=a valid Escalation Profile Id
Metric=a valid Log Form Id
Category=a valid Service Category Id

Important Note:
Do not include a space between the key and the Id.  For example, to set the Service Category to HVAC:

Correct:  Category=HVAC    Incorrect: Category = HVAC

Tip: Use Custom Fields to Set User Asset Fields
The Custom Fields functionality allows the user to select from a list of appropriate key/id combinations.

Location Tab

Site Id:
If completed, this field specifies the Client Site at which this Rental Asset is currently located.

Equipment Id:
This field defines the Client Site Equipment record currently associated with this Asset. If an existing Equipment id is specified its Manufacturer, Manufacturer Model, Year and Serial Number (if completed) will be updated from the Asset record. In addition, the Installed Date and Status Date will be set to today, and the Equipment Status will be set to OnSite.

If a Site Equipment record has not yet been created for this Asset, use the Create Equipment button to create one.

Changing Site/Equipment Id:
If the user changes the Equipment Id referenced in a existing Asset record, the system checks the Inactive flag of the old equipment record so that an asset can only be referenced in ONE active Equipment record at a time. In addition, the Status Date of the old Equipment record will be set to today, and its Equipment Status will be set to Returned (for external Assets) or Available (for internal Assets).

This button is enabled if the Equipment Id field is blank. When clicked, it creates and opens a new Client Site Equipment record for the site specified. The Equipment Id will default from the Asset Id, and the following fields in the Asset record are copied to the newly created record Client Site Equipment record: Manufacturer, Manufacturer Model, Year and Serial Number (if completed). In addition, the Installed Date and Status Date will be set to today, and the Equipment Status will be set to OnSite. Be sure to complete any additional required fields (such as the Default Service Job, if applicable) before saving the record).

Important: After creating the new Equipment Record, it must be recorded in the Asset record’s Equipment Id field.

Costing Tab

Chargeable:
This field should be flagged if this Asset is chargeable to direct or overhead Jobs.

Default Overhead:
Job Id: Cost Code: Bill Item:
Enter the default Overhead Job that is used to collect the costs associated with owning and operating this asset (oil change, replace belts, etc.).

Operating Other Rate Id:
Idle Other Rate Id:
If this Asset is chargable, select the appropriate Other Rates to be using for Operating and Idle time. The Operating rate will provide the default Other Rate for this Asset in the Job Journal Co. Equipment Tab.

Misc Tab

Purchase From: Date Purchased: Purchase Value:
These fields may be used to record the acquisition information for this Asset for reporting purposes.

Sold To: Date Sold: Proceeds:
These fields may be used to record the sales/deaquistion information for this Asset for reporting purposes.

Residual Value:
Expected value when fully depreciated.

Important Fields – Lower Section:

Maintenance Tab

The Maintenance Tab is used to define the Preventive Maintences that should be performed on your equipment Assets. The entries made in these tables may be used for informational and reporting purposes.

PM Type:
Select the type of maintenance to be performed. Double-click to select from a list of Asset PM Types. One line should be entered for each type of maintenance this Asset requires.

Interval: Interval U-M:
These fields enable you to specify the interval between maintenances, such as 1000 Miles or 300 Hours.

Current Reading: Current Date:
Typically, these readings would be taken on a regular basis and updated in this tab. The Reading should be recorded using the same unit of measure as specified above for the interval.

% Used:
This field indicates the percentage of the maintenance interval that has been used up since that last PM was completed. If this value exceeds 100%, the PM is overdue.

Example: Maintenance Overdue

Interval: 1000 Current Reading: 1550 Last PM Read: 425

In this case, the percent used is 112%. This calculated by the system as follows:

((Current Reading – Last PM Read) / Inverval) * 100 = ((1550 – 425) / 1000) * 100 = 112%

Last PM Read: Last PM Date: Last PM By:
These fields should be updated when the PM is actually preformed.

Click this button to view additional fields.

Reading Type:
Typically, this would be used to record whether the Current Reading was an Actual, Estimate or Remote reading.

Flag Within:
This field is available for reporting purposes to identify how close a asset should be to completing its maintenance interval before it is flagged for maintenance.

Service Parts Id: Service Tasks Id:
Reserved for future use.

Expenses Tab

This tab may be used to record expenses of this internal Asset for user reporting and informational purposes only. The Job Journal must be used to associate costs with a particular direct or overhead job.

Start Date: End Date:
The day range during which these expenses occurred.

Amt/Period:
The amount of expenses incurred during the period defined by date range.

Asset Expense Type:
This field may be used for informational / reporting purposes.

Description:
A brief description of the expense.

Usage Tab

This tab displays the usage of this Asset from Job History. The Company Equipment tab of the Job Journal must be used to charge Assets to direct or overhead Jobs.

The following fields will be displayed:

Date – Quantity – U-M – OtherRate – Unit Cost – Unit Price

Job – CostCode – BillItem – WorkOrder – CostCategory – Invoice Id

Client Site Id - Client Site Name - Client Site Equipment Id (displayed for Rental Equipment)