Create a New Asset

Inside an asset record, you can track information about the individual assets and equipment your organization owns or leases. For example, you can track asset/equipment manufacturer and model number information, location information, and history of work completed on the asset/equipment and downtime.

To create a new asset, follow these steps:

From the Assets menu, select New, or select the New button in the toolbar on any Assets module screen.

The Asset New screen displays.

Required fields are marked with a red asterisk (*). Some fields might have default values.

If the form you want to use to create the work order is not automatically displayed, select the form you want from the Form drop-down menu in the toolbar.
In the Segment field, select the database segment in which this work request should be created.
In the Asset Number field, enter an identifier for this asset.

The identifier can be any numbering convention of your choosing, with letters or numbers, or a combination of the two, along with dashes and underscores, if needed.

Before you start entering asset records, we recommend that you decide on a single method of numbering your assets across the TMS database or across a single database segment.

The Asset Number can be changed later, by any user with Admin privileges for the Asset Edit screen, however, changing the Asset Number for large numbers of assets later will be time-consuming. For this reason, it is important to decide on a asset numbering standard in the beginning.
In the Asset Description field, enter a short description of the work being requested (for example, "Sink in Pathology Lab is leaking" or "Inspection for new asset").
If you want to add manufacturer information to the asset now, you can fill in the Manufacturer Code field (or use the Lookup button to search for the manufacturer), the Model Number field, and the Serial Number field.

The Model Number cannot be filled in until Manufacturer Code is filled in, and model numbers will not appear in the drop-down menu unless model numbers were already associated with the manufacturer record in the Vendors module.
In the Category field, select a category that describes this asset.

Filling in the Category helps to classify this asset, helps you locate this asset more easily when performing an asset query, and also helps with asset reporting.
In the Sub Category field, select a secondary category that describes this asset.

Filling in the Sub Category helps to further classify this asset.
In the Type field, select a type identifier for the asset (for example, "Mobile Asset" or "Vehicle").

The Type can help you locate assets more quickly during a search, and it can help you categorize assets by priority and aid with reporting.
In the Account field, select the account or department to associate with the asset

This might also be the account to be charged for time and material costs associated with the asset.
In the Skill field, select the skill type to associate with the asset, such as Mechanical or Plumbing.

Filling in the Skill on the asset record will update the Skill on any work orders created for the asset. It can help to classify the assets and work orders for distribution and reporting purposes.
In the Status field, select the status to apply to the new work order, such as Pending or Active.
In the Priority field, select the level of importance for this assets.

Filling in the Priority on the asset record will update the Priority on any work orders created for the asset. It can help to classify the assets and work orders for distribution and reporting purposes.
If you want to add location information for this work order, begin by selecting the Site and then select the Building and Location.
Adding location information can help assigned technicians quickly identify where the requested work is needed.
If there is a specific Shop to which this asset's maintenance should be assigned, select a Shop code from the drop-down menu.
If you want to add Purchase Information to this asset now, fill in these fields:
1. In Date Purchased, fill in the date on which this asset was purchased or ordered.
2. In Date Received, fill in the date on which this asset was received or delivered.
3. In Date Accepted, fill in the date on which this asset was accepted.
  
  This might be the same date as the received date.
4. In Original Cost, fill in the purchase or lease cost of the asset, or the estimated value of the asset when it was first acquired.
  
  This value can help with capital planning calculations.
5. In Replacement Cost, fill in the estimated cost of replacing the asset.
  
  This value can help with capital planning calculations.
To add more details to this asset, select the Details tab.
Fill in any other optional fields as needed, such as the Warranty Info, to complete entry of this asset.
When you are done entering information on the Asset New screen, click the Save button in the toolbar to submit this work order.

When you click Save, you are shown a confirmation of the save, and the screen changes to the Asset Edit screen.

For more information on any of the fields described above, see this topic.