Creating/Deleting/Editing Assets, Asset Details, Asset Accounting Information, Checked Out Assets, Asset History, Importing/Exporting Assets, Printing Asset Labels
The Assets tab contains all assets in the system and corresponding information. In this section, users can create new assets and edit existing assets either manually or via import.
Prior to setting up assets, it is suggested that users create the asset attribute data that will display in the drop-down fields in the asset record. This data can be entered or imported in the Setup tab.
Creating, Deleting and Editing Assets
To create an asset, click the button. 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. The only required field to create an asset is the Asset ID field.
When done entering asset information, click the Save button to create the asset.
Copy the information of an existing asset, excluding its Asset ID, by clicking the Copy button.
To delete an asset, click the Delete button. A warning message will display prior to deletion to ensure intentionality if this command.
To edit an existing asset, click the asset in the grid. Assets in the grid can be searched using the icon.
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. Common examples include Available and Checked Out. Create new Status options in the Setup tab.
- Manufacturer – This is the company that manufactures the asset.
- Model – This is the model number of the asset.
- Condition – This is the condition of the asset. Common examples include good and damaged. Create new Condition options in the Setup tab.
- 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.
Enter asset information under the Accounting tab including:
- PO # – This is the purchase order number provided upon an asset’s purchase.
- Vendor – This is the vendor from whom the asset was 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 at which an asset can be sold after 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 how much of the asset’s value that 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 proceeding month 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.
The Checked Out tab shows information about the asset only if it is actively checked out to a Person.
Check out information includes:
- Checked Out To – This is the Person who the asset is checked out to.
- Checked Out Date – This is the date and time that 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
The Custom tab hosts text, dropdown, date and toggle fields that can be created or deleted in the Setup tab.
The History tab displays a full history of changes to an asset.
Asset data can be imported and exported using the icons.
To import assets, select or drag a .csv from your computer into the Date File section.
The system assumes by default that the first row of the .csv file contains headers that should not be imported. If the first row contains asset data that should be imported, simply click on the toggle “First row contains column headers” to disable this behavior.
Map the data fields in the .csv to match the fields in RedBeam by clicking the icon beside field name to be edited.
Once the data fields are mapped, click the Import button.
It is important to note that importing data with the same Asset ID as an existing asset already in the system will replace the data stored in the fields of the old asset with the newly imported data. Imported data will also create data values in the asset attribute dropdowns if they did not exist previously. Rows with invalid data formats or missing required fields will not be imported.
By clicking the export icon, several file format options can be selected.
Choose the desired file format to export the data.
Printing Asset Labels
If using a supported barcode label printer, asset labels can be printed from the Asset screen.
To print labels, check the boxes next to the desired assets or select all by checking the black box outlined in white in the header.
Then click the icon and select the desired Printer and Label Template.
If the desired Zebra printer is not visible from the Printer drop-down menu, follow these steps to connect it.
Users will then see a preview of the labels to be printed.
Click Print to print the labels.