[HR] How to Create an Asset Record

The HR Company Assets form is used to set up and maintain company assets (e.g. office equipment, cell phones, pagers, laptops, vehicles, etc). Assets set up here can be checked out/in by resources for their use, allowing you to track where each asset is going and when it is returned.

For each asset you set up, you can include basic information about the asset, such as the asset category, description, manufacturer, model year, ID (Serial number, etc. Other information may be more specific to certain assets, such as phone numbers for mobile phones and pagers or license information for company vehicles. Space is also provided to indicate where the asset is stored when it is not in use, the asset’s purchase date and value, and so on.

Steps

From the Human Resources module’s Programs folder, open the HR Company Assets form.

1. In the Asset field, enter a unique code that identifies the asset and press Enter.
2. In the Category field on the Info tab, provide a category for this asset. This is an optional field and the category assigned here is used by reports to group assets by category.
   Note: This is a non-validated field and therefore, you should use the naming scheme and usage rules defined by your company.
3. In the Description field, provide a short description of the asset.
4. In the Unassigned Loc field, specify where the asset is stored when it is not assigned to a
    resource (e.g. bin, drawer, shelf, etc.).
5. In the Manufacturer field, specify the manufacturer of the asset.
6. In the Model Year field, enter the year this asset was manufactured.
7. In the Model Number field, provide the asset’s model number.
8. In the ID Number field, enter this asset’s identification number (e.g. serial number, VIN#,
    account number, etc.).
9. If this asset is a mobile (cell) phone, enter the phone number in the Phone Number field.
10. In the Purchase Date field, enter the date the asset was purchased.
11. In the Value field, provide the dollar amount value (book or estimated) of this asset.
12. If the asset has a license or plate number:
    1. In the License Number field, enter the license number (or plate number) of this asset.
    2. In the Expire Date field, provide the expiration date of the asset’s license.
    3. In the Lic State field, provide the state by which this license was issued.

13. In the Warranty field, enter the warranty information for this asset.

14. In the Warranty Expire Date field, provide the date on which the warranty expires.

15. From the Status drop-down list, select the status of this asset:

1. O-Available: The asset is currently available for assignment. Assets are flagged with
    this status automatically whenever they are ‘checked in’ by a resource.
2. 1-Unavailable: The asset is currently unavailable (e.g. checked out for use or repairs).
   Assets are flagged with this status automatically when they are checked out by a
    resource, or when they are checked in, but have been flagged as ‘Make Unavailable’.
3. 2-Disposed: The asset has been disposed of. This is the only status that must be set
    manually.

16. In the Status Memo field, provide any notes regarding this asset’s current status.
The 'Assigned To' section of this form is an informational display that shows the resource
 currently assigned to this asset, when the asset was checked out and the ‘out memo’ provided during checkout. If the asset is checked in and has not yet been assigned to another resource, this section displays the last assigned resource and checkout date, when the asset was returned, and the ‘in memo’ provided with check-in.

17. Save the record.
 The History tab on this form is used to track each asset; that is, who it is currently assigned to, as well as all resources by which it has been previously been assigned and the dates they check out/checked in the asset. Memo fields allow for indicating additional information about the asset, such as its condition when checked out/in, any accessories or adaptors that may be supplied with it, and so forth.