Asset Management

Assets tracks equipment, tools, vehicles, software licenses, and other items through their full lifecycle - from purchase through retirement. Each asset record links to depreciation schedules, certifications, purchase orders, and employee assignments.

Keep Asset Types configured accurately: they control the Tangible/Intangible classification and set default depreciation for every asset of that type. Getting classification right up front keeps your reporting clean and ensures the right controls (like Asset Usage) appear for the right assets.

Quick Start

Use the shortest path that matches the job:

Go to Inventory -> Management -> Assets and click Add Asset for one-off asset entry.
Open an existing asset from the list when you need to update details, retire it, or restore it.
Use the Assets tab on a purchase order when capital equipment should create asset records during receiving.
Use Utilities -> General -> Import and Export -> Assets for bulk asset loads.


Path	Inventory → Management → Assets
View permission	Security ID 26 (View Assets)
Add/modify permission	Create/Modify Asset

Adding an Asset

Click Add Asset on the Assets list to open a new asset form.

Add Asset only appears when you have “Create/Modify Asset” permission and the Status filter is not set to Active.

Asset Tag is auto-generated (format A-#####) - the field is read-only on new records. Fill in Description, Asset Type, and other applicable fields, then click Save (available in the top and bottom control bars).

The Add button in the top bar creates a new blank record without leaving the current form flow.

Searching and Filtering

Search bar: Type a value and choose a field from the in dropdown: Asset, Description, Type, Serial, Location, Manufacturer, Supplier, Owner, Install Date, Warranty Date, or Maint.

Warehouse filter: Narrow the list to a specific warehouse.

Status option	What it shows
Tangible / Intangible	Assets whose Asset Type is flagged Tangible or Intangible
Active	Currently active assets
Retired	Deactivated assets still kept for history
Outstanding	Assets in a post-receive pending state (shown after PO asset receipt)

Export the current list with the Print, CSV, or XLSX buttons in the toolbar.

Editing an Asset

Click the pencil icon in the Edit column. Make changes, then click Save.

Top bar: Save · Add · Back · List · Bulk Edit · View Image · View PDF Bottom bar: Save · Copy · Retire (or Restore) · Customize

Control	What it does
Bulk Edit	Opens the bulk edit grid for all assets at once
Copy	Copies this asset to a new record
Customize	Adjusts the screen layout for this form
Asset Usage	Manages parent/child asset hierarchy - only appears for Tangible assets

View Image and View PDF in the top bar link to any image or PDF document attached to the asset.

Retiring and Restoring an Asset

To retire: Open the asset edit form → click Retire (bottom bar) → confirm in the overlay dialog. The asset is deactivated and the button becomes Restore on the next load.

To restore: Set Status filter to Retired (or All) → open the retired asset → click Restore → confirm.

Retired assets remain in the system for history and reporting. Use the Retired or All status filter to find them.

Asset Fields

Fields are organized into four sections on the edit form.

Main section

Field	Notes
Asset Tag	Auto-generated (A-#####); read-only on new records
Description	Full asset name
Asset Type	Determines Tangible/Intangible classification and default depreciation
Serial #	Manufacturer serial number
Location	Physical location or department (255 chars)
Manufacturer	Make or brand
Supplier	Supplier the asset was sourced from
Owner	Employee responsible for the asset
Memo	Free-text notes

Asset Attributes section

Field	Notes
Used By	Employee currently using the asset
Parent Asset	Links to a parent asset for hierarchical equipment setups
Center Code	Cost center assignment
Model	Product model name
RFID Tag	Separate 255-char field for RFID systems; distinct from Asset Tag
Daily Labor Hours / Cost / Down Hours	Per-asset labor and downtime tracking
Renewal Date	For recurring licenses or contracts

Cost and Depreciation section

Field	Notes
Installation Cost	Primary cost field; used as the depreciation calculation basis
Replacement Cost	Current estimated replacement value
Installation Date / Purchase Date	Timeline for depreciation and warranty tracking
Warranty Date	Coverage start reference date
Expiration Date	End of coverage or contract
Warranty	Freetext description of coverage terms
Depreciation Method 1 / 2	Up to two methods per asset; override Asset Type defaults
Depr. #1 Salvage / Depr. #2 Salvage	Per-asset salvage value percentage overrides
Current Count / Asset Capacity	Required for Units of Production depreciation

Inspections/Certifications section

Field	Notes
Under Maintenance	Checkbox flag - not a Status filter option
Req/Periodic Certification	Enable recurring certification requirement
Certification Interval	Numeric count (e.g., 6)
Certification Units	Interval unit: Days, Months, or Years
Req/Periodic Inspection	Enable recurring inspection requirement
Inspection Interval	Numeric count
Inspection Units	Interval unit: Days, Months, or Years

Certification and inspection records are tracked separately from the asset form. See Certifications and Inspections below.

Depreciation

Each asset supports up to two independent depreciation schedules (e.g., one for book reporting, one for tax). Methods and salvage values are inherited from the Asset Type but can be overridden per asset.

The depreciation basis is always Installation Cost - there is no separate Purchase Price field.

Supported methods

Method	How it calculates
Straight Line	Spreads cost evenly over the asset’s useful life
Units of Production	Based on Current Count against Asset Capacity
Declining 200% (Double Declining)	Accelerated; 200% of the straight-line rate per year
Declining 150%	Accelerated; 150% of the straight-line rate
Declining 100%	100% of the straight-line rate in declining balance form
Sum of Years Digits	Front-loads depreciation using remaining life fraction

Depreciation formula reference showing Straight Line, Units of Production, Double Declining, Sum of Years Digits, and MACRS methods

Depreciation formula reference continued with MACRS-Combined 200% method and variable definitions

Methods labeled MACRS-Combined in the system use the Declining 150% or 200% engine. The description on the Depreciation Methods record determines the displayed label. The Formula field on each record is descriptive text - the engine matches by record ID, not by executing the formula string.

Configuring depreciation methods

Path: System → Lists → System Lists → Assets & Repairs tab → Depreciation Methods

Use this list to control which depreciation methods appear in asset records and how they are labeled for users. Keep the detailed record maintenance on the System Lists documentation page.

Configuring Asset Types

Asset Types set the Tangible/Intangible classification and default depreciation for all assets of that type.

Path: System → Lists → System Lists → Assets & Repairs tab → Asset Types Also accessible via the Asset Types button on the Assets list.

Use Asset Types to set whether a record is Tangible or Intangible and to define the default depreciation methods, salvage percentages, and life values that new assets inherit. Per-asset salvage settings still override the type defaults.

Certifications and Inspections

Use the Inspections/Certifications section on the asset edit form to configure recurring certification or inspection schedules. Set the Interval and Units, then check Req/Periodic Certification or Req/Periodic Inspection.

Certification and inspection records are separate from the asset form and are viewed via a dedicated popup utility (certificationInspections.asp). See Certification and Inspections for the broader workflow and compliance context.

Asset Catalog Entry is a separate print-friendly view of an existing asset record. Treat it as a secondary print utility rather than part of the normal asset workflow.

Receiving Assets via Purchase Order

Capital equipment can be received through a purchase order, which automatically creates linked asset records.

Path: Orders → Purchasing → Purchase Orders → open a PO → Assets tab

The tab is labeled Assets in the standard PO view and PO Assets in the Deliveries view.

Steps:

Open a purchase order.
Click the Assets tab.
For each line, enter: Asset Type, Asset Description, Tag Style/Asset Tag, Units, and Price.
Click Save - the system validates Asset Tag uniqueness before storing. Use Add Line to add more lines and Delete to remove one.
When ready, click Receive and confirm in the overlay dialog.
The system creates asset records and redirects to the Assets list filtered to Outstanding.

Open each asset from the Outstanding-filtered list to complete the record with location, employee assignment, warranty details, and depreciation schedule.

Auto-populated fields on receipt

Asset Field	Source
Description	PO asset line description
Asset Type	PO asset line type
Asset Tag	PO asset line tag value
Supplier	Purchase order supplier
Installation Cost	Units × price
Replacement Cost	Same as Installation Cost

PO asset lines vs. regular PO lines

	Regular PO Lines	Asset PO Lines
Destination	Inventory stock	Asset register
Tracking	Quantity-based	Individual asset records
Fields	Item, units, cost	Asset type, tag, description, units, price

Bulk Import

To load a large number of assets at once, use the Import and Export page.

Path: Utilities → General → Import and Export → Assets row

Download the template (InventoryPro_Asset.xlsx), fill in the data, then upload as CSV, XLS, or XLSX. Supported fields: asset tag, description, asset type, serial number, manufacturer, supplier, location, owner, model, installation date, installation cost.

See Import and Export for template download and full import procedures.

Certification and Inspections - certification records and compliance workflows
System Lists - Asset Types, Depreciation Methods, Warranty Policies
Import and Export - template download and import procedures