Understanding the Assets Page

The Assets tab contains information about the assets in the system. In this section, create new 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.

To create an asset, click the button. To edit an existing asset, click the asset record 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 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 department to which the asset belongs.
  • Asset Type – This is the asset category that generally describes the asset.
  • Person – This is 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 status of the asset.
  • Manufacturer – This is manufacturer of the asset.
  • Model – This is the model number of the asset.
  • Vendor – This is the vendor from whom the asset what purchased.
  • PO # – This is number of the purchase order on which the asset was purchased.
  • Account – This is financial reference account under which the asset was purchased.
  • Acquisition Date – This is date on which the asset was purchased.
  • Cost – This is the price paid for the asset.
  • Condition – This is condition of the asset.
  • Notes – This is a free text field for additional information about the asset.

 

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.

A copy of an existing asset can be made by clicking the Copy button.

To delete the asset, click the Delete button. A warning message will display prior to deletion.

The Custom tab has additional free text, drop down, date and toggle fields if needed.

 

A full history of changes to an asset are displayed in the History tab.

 

Asset data can be imported and exported using the   icons.

To import assets, drag a .csv file that contains asset information on to the   icon or click the icon and select the data file.

The system default is to assume that the first row of the .csv file contains headers that should not be imported. If the first row contains asset date to be imported change this toggle before importing.

Map the data fields in the .csv to the RedBeam system fields by clicking the icon next to the desired field name.

Once the data fields are mapped, click Import button 

 

It is important to note that importing data with the same Asset ID as an existing asset will update populated data fields with the newly imported data. Additionally, imported data will also create data values in the asset attribute dropdowns if they did not previously exist. Rows with invalid data formats or missing required fields will not be imported.

Clicking the export icon will create .csv file containing the asset data displayed in the asset grid. To make updating many assets at one time easier, this file can be modified and then re-imported