Asset Details

The Schedules pane allows you to manage the work schedules associated with this asset. Asset schedules are often created to manage the periodic preventative maintenance needed to keep assets in satisfactory operating condition.

To create a new schedule, click the Create Schedule link. By default, all of the asset's information is used to populate the fields on the page. For more information, see Create Schedule.

The pane also lists all active schedules that have been created for this asset. Asset schedules are most often created to perform periodic preventative maintenance on the asset. For each schedule listed, the following information is displayed:

• Schedule Name – the schedule name ; click this link to open the schedule
• Recurrence Pattern – how frequently this schedule recurs, for example, daily, monthly, every 3 months, or annually
• Request Type/SubType – the type and subType of work that will be performed on this schedule
• Created By – the name of the user who created the schedule
• View Schedule – click to view all of the current work orders that have been generated by this schedule; if the schedule has not yet been generated, this link is replaced by the text Not Generated.

The Documentation pane allows you to manage the electronic documents associated with this asset. Documents are often added to associate operations manuals or testing reports with the asset.

To add a new document, click the Add Document link. This opens the Add Asset Document page, allowing you to enter document information and locate the electronic document you want to attach.

The pane also lists all of the documents that have been added to this asset. For each document listed, the following information is displayed:

• Document Name – The document name appears as a link. If you click the name, the document opens if you have the appropriate application or plug-in to view it.
• Document Type – This value indicates the type of document, for example, installation guide or service contract.
• Document Description – This value describes the contents of the document.
• Edit – Click this button to modify the document. You can change any value, including the uploaded electronic file.
• Delete – Click this button to delete the document. A dialog box opens asking you to confirm your choice.

The system allows you to create a parent/child relationship between assets. This feature is most often used to group assets, allowing a single work request or schedule to be performed on a group of assets. The parent asset is a virtual asset that defines the group and the child assets specify the individual pieces of equipment within that group.

For example, if a building contains five supply fans that should all maintained by the same engineer, each supply fan can be added as an asset, then a parent asset can be created to group these fans. The maintenance schedule can be created for the parent asset so that all five supply fans are worked on at the same time.

When work is done on a parent asset, the asset history for all child assets is updated. An asset can be a child of more than one parent asset, if needed.

To create parent/child asset relationships:

1. Create a child asset for each piece of equipment that will be in the group.

   Child assets can be created by following the steps on the Create Asset page.

2. Create the parent asset.

   Since the parent asset is a virtual asset, not an actual piece of equipment, you need only define the required fields. It is recommended that you include the word Parent in the asset name to help identify the asset as a parent when performing a Find operation or running reports.

3. Open the Asset Details page for the parent asset.

4. In the Child Asset Information pane, click the Select Child Asset link.

   The Find Asset Dialog box opens allowing you to locate and select the child assets you want to add.

5. Enter criteria to locate the child assets.

   • Text Field – You can enter a value in the text field to search for assets by asset name, asset number, or property.
   • Asset Class – Select a value to locate assets of a particular class. By default, the asset class of the parent is displayed. You can select another asset class if needed. You can select no asset class to search in all asset classes.

6. Click Find.

   All assets that match the criteria you defined appear.

7. Select the check box preceding each asset you want to add as a child.

8. Click the Select button at the bottom of the dialog box.

The selected child assets appear in the Child Asset Information pane. For each child asset listed, the following information is displayed:

• Asset Name – The asset name appears as a link. Click this link to view the asset details.
• Asset Number – This value indicates the unique asset identification number.
• Manufacturer/Model – The value indicates the name of the company that manufactures the asset and the model number.
• Property/Space – This value specifies the location of the asset.
• Asset Class – This value indicates the classification of the asset.
• Del – Click this button to remove the asset from the list of child assets.

The Asset Class Details pane displays the values entered for the user-defined fields associated with the asset's asset class. The types of fields displayed and their values will vary from class to class.

If an asset class has no defined user-defined fields associated with it, "No Asset Class Details were found" will be displayed.

The Location Information pane displays the values entered for the asset location when the asset was created. The following values are displayed:

• Property – the property where the asset is located
• Location – one or more fields indicating the tower/wing, floor, space, and/or subSpace within the property where the asset is located
• Space – any space within the property where the asset is located
• Employee – the name of the employee the asset is assigned to; most often, only certain types of assets (like computers or telecom equipment) are assigned to employees
• Room/Area – any room or area within the space, within the property where he asset is located
• (Healthcare Functionality Only) Auto-Assign To – the name of the user to whom work requests involving this asset are automatically assigned
• Latitude, Longitude, and Altitude - geolocation values that pinpoint the location of the asset (displayed only if the GIS (Geographic Information System) feature is enabled)
• Quantity Available – the number of assets, used only if this asset represents a group of assets that do not need to be tracked individually, for example, fire extinguishers
• Asset Comments – any comments associated with the asset
• Status – indicates whether the asset is Active or Inactive

The Warranty Information pane displays the values entered for the asset warranty when the asset was created. The following values are displayed:

• Warranty Contract # – the number associated with the asset's warranty contract
• Effective Date – the date on which the warranty takes effect
• Expiration Date – the date on which the warranty takes effect
• Expiration Contact – the name of the person to contact when the warranty expires
• Expir Contact Phone – the phone number of the person to contact when the warranty expires
• Maint. Contract # – a number associated with the asset's maintenance/service contract
• Maintenance Vendor – the name of the company the maintenance/service contract is with
• Contract Exp. Date – the date on which the maintenance/service contract expires
• # of Days Notif Exp. – the number of days before the expiration of the maintenance/service contract you have to request a change to the contract

The Purchase Information pane displays the values entered about the asset purchase when the asset was created. The following values are displayed:

• Purchase Date – the date on which the asset was purchased
• Purchase Amount – the purchase price of the asset
• Cost Center – any cost center required by the accounting system
• Purchase Order # – the number of the purchase order issued when this asset was purchased
• Estimated Life (yrs) – the expected number of years this asset will be in use
• Estimated Life (hrs) – the expected useful life of the asset based on hours of use
• Annual Runtime (hrs) – the expected annual usage of the asset based on hours in service
• Capital Repair Cost – a value indicating the repair cost of the asset as a capital expenditure
• Est. Replacement Cost – the cost to replace the asset
• Life Expectancy (Date) – the date when the asset's useful life will come to an end

If the asset represents a utility meter, the Meter Information pane is included. The following values are displayed:

• Unit Multiplier – the multiplier value that allows the meter reading to be converted to another unit for consumption and billing calculations
• Meter Multiplier – the multiplier value used for calculating actual voltage/current
• Meter Format – the format of the maximum meter reading, which is used for determining rollover

• Unit of Measure – the unit of measure that applies to the meter, for example, a meter that measures electricity consumption might be measured in kWh (Kilowatt-hour).

• Utility – the utility type (for example, natural gas, water, or electricity)

• Last Calibration Date – the date when the meter was last calibrated to ensure accurate readings

If the asset represents a utility meter, the Meter Site Information pane is included. It contains a list of the meter sites the meter is associated with. For each meter site, the following values are displayed:

• Meter Site Name – the name of the meter site; clicking this link opens the View Meter Site page
• Description – a description of the meter site
• Installation Date – the date on which this meter was installed
• Initial Reading – the value of the initial meter reading
• Last Reading Date – the date when the meter was last read

• Last Reading – the value of the last meter reading
  If you have the Enter Adjustment security right enabled, and if the Estimate Code has the Utility Adjustment Flag set to YES, you can manually input the value of the last reading to adjust an incorrect reading.

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that assets use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.