This section is only for RedBeam users who use RFID tagging. If you only use RedBeam asset tracking as detailed prior to this section, skip the following.
The Update function is used to create, edit, view, or delete assets.
To create an asset without assigning it to an RFID tag, type or scan the barcode of the Asset ID in the Scan Asset ID or Serial # field. To scan a barcode with the TC52, press either of the large trigger buttons found on the left and right sides of the device.
If the scanned asset does not currently exist in the system, the Asset ID will display, and other asset information can be entered. Click Save to add the newly created asset to the system.
To create a new asset AND assign it to an RFID tag, first push the trigger on the RFD40 RFID sled to read the RFID tag. To avoid multiple tag reads make sure that the targeted tag is out of range of any other RFID tags.
When RFID tags are read, they will appear as “Unknown Tag” in the grid. Clicking on it in the grid will create a new asset assigned to that RFID tag. The system will conveniently suggest an Asset ID that is one number higher than the current highest Asset ID already in the system. This can be overwritten.
When done entering asset information, click the Save button to create the asset associated with the RFID tag.
Unknown Tags cannot be assigned to existing Asset IDs. To associate an Unknown Tag with an existing Asset ID, please use the Associate Tag function before taking inventory of that item.
A copy of an existing asset’s metadata can be made by clicking the Copy button.
To delete the asset, click the Delete button. A warning message will be displayed prior to deletion.
To edit an existing asset, type or scan the barcode of the Asset ID in the Scan Asset ID or Serial # field. To scan a barcode, press the right or left trigger button (i.e. the large button) on either side of the TC52 itself.
Alternatively, to read RFID tags, push the trigger on the RFD40 sled and a list of assets will be displayed in the grid. Click the asset you want to edit.
Details
Enter asset information under the Details tab including:
- Asset ID – This is the number used to uniquely identify the asset. For barcode scanning to work properly, this complete number (including any leading zeros) should be encoded in printed barcodes used to tag the assets.
- Description – This is a description of the asset.
- Company – This is the company to which the asset is assigned.
- Building – This is the building in which the asset is located.
- Room – This is the room in which the asset is located. Selecting a room is required when taking an inventory.
- Department – This is the department to which the asset belongs.
- Asset Type – This is the asset category that generally describes the asset.
- Person – This is the person to whom the asset is assigned.
- Serial # – This is the serial number of the asset. If an asset barcode is damaged or not visible, the user can scan or enter the serial number while updating or taking an inventory of the asset.
- Status – This is the status of the asset.
- Manufacturer – This is the manufacturer of the asset.
- Model – This is the model number of the asset.
- Condition – This is the condition of the asset.
- Notes – This is a free text field for additional information about the asset.
- Active – This is a Yes/No field. Assets marked as inactive, will not show in an Inventory or in Check In or Check Out transactions.
Accounting
Enter asset information under the Accounting tab including:
- PO # – This is the number of the purchase order on which the asset was purchased.
- Vendor – This is the vendor from whom the asset what purchased.
- Account – This is the financial reference account under which the asset was purchased.
- Acquisition Date – This is the date on which the asset was purchased.
- Cost – This is the price paid for the asset.
- Recovery Period in Year – This is the period during which an asset is depreciated.
- Scrap Value – This is the value an asset can be sold for once it is fully depreciated.
- Depreciated Value – This is a calculated value that represents the cost minus the scrap value minus the amount deprecated.
- Amount Depreciated – This is a calculated value that represents the amount of the asset’s value that has been depreciated. One month of the asset’s value is depreciated at the end of the first full month since the asset was acquired and subsequently at the end of each month after that until the asset is fully depreciated. The scrap value is subtracted from the cost prior to calculating depreciation.
- Warranty # – This the number associated with the asset’s warranty.
- Warranty Start Date – This the date that the asset’s warranty begins.
- Warranty End Date – This the date that the asset’s warranty ends.
- Lease # – This the number associated with the asset’s lease.
- Lease Start Date – This the date that the asset’s lease begins.
- Lease End Date – This the date that the asset’s lease ends.
Checked Out
The Checked Out tab shows information about the asset if it is actively checked out. Check out information includes:
- Checked Out To – This is the Person the asset is checked out to.
- Checked Out Date – This is the data and time the asset was checked out.
- Reference # - This is the Reference # entered in the Check Out
- Project – This is the Project entered in the Check Out
- Due Date - This is the Due Date entered in the Check Out
Custom
The Custom tab allows for additional open text, drop down, date and toggle fields if desired.
History
The full history of changes to an asset is displayed in the History tab.