Asset tab

Template: Your system administrator may have defined several templates for assets. Choose the applicable template from the list.

Tip!
You can also switch templates for existing assets. But note that different templates have different requirements for field entries. So, when switching the template you must be aware that some information from your current template might get lost.

Title: Free text field. Add a descriptive title making it easy to identify the asset in lists and reports.

Status: Select "Active" or "Inactive" status from the drop-down menu. Changes to the options here can be made under Asset system settings for states.

Condition: Select the condition from the drop-down menu. Changes to the options here can be made under Asset system settings for conditions.

Category: Select the category from the drop-down menu. Note that the asset category determines important asset settings such as the method of depreciation, the calculation of the asset's markets value and down payments. Changes to the options here can be made under Asset system settings for categories. Read also How to define depreciation and more for assets.

Department: Select the department from the drop-down menu.

Location: Select optionally a location from the drop-down menu.

Notes: Use the notes field to add important additional information. The information is also included on event notifications. For dynamic information (e.g. questions and answers), use the comments field instead.

Tip!
Notes can also be displayed in the overview list. Open the column selector and check Notes. All information entered in the notes field can later be searched for using the free text search.

This section displays future events.

Your regular contact person at House of Control AS can tell you more about this extension.

Note!
Events are activated based on criteria defined in the asset registration. System administrators can create and adjust event rules under System Settings - Assets - Events.

Edit: Click to change the pre-defined notification interval. The standard value is displayed first. Click the list to select an alternative date.

Complete: Click after you have completed the tasks for this event. The button will change to Completed.
Tip! If you regret, you can undo this action by clicking the button again.

If wanted, you can also decide to send extra notifications to certain persons.

Responsible employee: Select the responsible employee for the asset. The field retrieves information from "Persons".

Utilized by: Option to register who controls the asset.

Manufacturer: Select from the drop-down menu or add a new manufacturer.

Model: Select from the drop-down menu or add a new model.

Supplier: Select from the drop-down menu or add a new supplier.

Serial number: Unique number: for example, serial number, IMEI number or registration number. If the settings allow it, you can also register more assets as duplicates: When entering the serial number you will be asked if you want to create a duplicate - one for each serial.

Theft number: Add the anti-theft number if the asset is labeled with an theft label from House of Control.

Warranty date: Start date for the warranty. Select from the calendar or use the format [ddmmyy].

Warranty expiration date: Expiration date for the warranty. Select from the calendar or use the format [ddmmyy].

Dedicated fields for registration of the invoice date, invoice reference, date and procurement cost.

Invoice date: The date entered on the asset's invoice.

Invoice reference: The reference entered on the asset's invoice.

Procurement date: The date you purchased the asset as entered on the invoice.

Procurement cost: The purchase price.

Is asset disposed? If "Yes" in this field, register the disposal date and the income or cost. The information in these fields forms the basis for the reports, read more about this in Asset reports.

Option to register whether the asset shall be depreciated or expensed. The information in these fields forms the basis for the reports, read more about this under Asset reports.

Depreciation: Select to use depreciation. The asset will automatically fetch the method of depreciation that is defined for the asset's catagory under How to define depreciation and more for assets (linear depreciation or balance depreciation).

Scrap value: If not pre-set for the asset category, you can define an individual scrap value for this asset.

The Calculated book value is displayed in a separate box. This is an overview of the asset's book value by end of last month based on the asset's specifics and the settings defined for the asset category.

Expensed: Select if the asset shall be expensed. The Calculated book value is now displayed in a separate box. This is an overview of the asset's book value by end of last month based.

You can calculate the current markets value for assets based on the settings defined for the asset's category settings in the system settings.

Monthly adjustment factor: Often, this factor is fixed and defined via the selected asset category. If no fixed value is set, you can enter an individual monthly adjustment factor.

Minimum markets value: If no fixed value is defined via the asset's category, you can enter an individual minimum markets value for this asset. If this value is higher than the procurement cost, the Calculated market value will adjust automatically.

You can also enter down payments if defined for the asset in the system settings for asset categories.

Monthly down payment: If the system administrator did not enter a fixed value, you can enter an individual down payment value for the asset.

You can enter a status of the equipment and a condition to define if the equipment is e.g. in use or defect.

Upload file attachments or images related to the asset. There is no limit to the number of attachments, and the most commonly used formats are supported.

File attachments can be added by selecting Upload File under the three dots to the right of the screen, or by using the "drag & drop" function. See more about files under Explorer.

Images can be uploaded by selecting Upload new pictures. To remove a picture again, click the thumbnail and click remove.

Related assets: Option to link assets, for example, a leased car and a toll transponder.

Related contracts: Option to link an asset to a contract, for example, a leased car and a leasing contract.

The comment field can be used as a work log, with information on the time of the comment and who wrote it. The comments are visible to anyone who has access to the entry. Access may also be granted to enter comments in read mode.