Assets Help Page

Assets is a new module to store asset data for your school. The module covers Tangible and Intangible Assets, e.g. contracts. Asset data includes a wide range of fields which are detailed below and can be easily searched using a range of criteria.

The Asset data includes the ability to depreciate assets over a number of years on a straight line basis. A current value is available for an asset where depreciation is set. Assets can be written off if needed, reducing their value to zero.

For contracts there is the ability to add a notice period so that users receive in-app and email alerts when a contract is up for renewal in advance of the notice period. This will allow the school to assess if they want to renew that contract in advance of the notice period.

Assets can be assigned to departments, locations and staff members. A supplier for the Asset can be set for future ordering of the same asset.

There are some new reports for Assets which can be found in the reporting area under Records.

New Asset Records can be created in 3 ways: 1) By navigating to Records > Assets and manually adding a new record. 2) By using the CSV import function in Records > Assets. 3) By creating Assets on-the-fly when receiving Purchase Orders in Search/Process.

The home screen lists all of your assets. There are 3 areas 

1. The main panel to see a summary of the assets loaded
2. The search area to find assets
3. The action area to review the detail of an Asset, adding, editing and deleting an Asset and importing an Asset

The Assets main panel

1. The main panel initially lists all of the Assets.
2. You can change pages using the forward and back arrows at the bottom of the page
3. Each column can be sorted using the up and down arrows after the field name
4. If you have used the Search Asset then the list will reflect that search criteria
5. To see the detail of an Asset highlight it and click the Detail View in the right hand panel, see below for the explanation of the fields
6. To return to the list view click List View in the right hand panel

Searching Assets

You can search your assets using the Search criteria

Like the Enquiries screen, you can build your search in stages to find the asset(s) you need to look at.

For fields that have no magnifying glass you will need to type your search criteria, for those with a magnifying glass you can click it to choose from a list of fields already input.

Once you have entered your search criteria click the search button at the bottom of the screen.

If your list is too long add more search criteria to narrow the search list down

To clear your search list click the Clear button at the bottom of the page.

Adding an Asset (Tangible)

1. Click the Add button on the right hand side of the screen
2. You will see the Assets creation screen. Items marked with a * are mandatory

• Name * - Name of the Asset - Max 50 characters
• Description * - Description of Asset
• Choose Image - Upload an image for this Asset
• Type * - Choose Tangible for items that you can touch e.g. computers etc. and Intangible for items you can't touch e.g. Contracts
• Sub-Type * - Asset sub type, you can choose from the list created or add a new category if needed. Examples of tangible assets would be Furniture, Computers etc. To add a new sub type click the Create new code when you click the magnifying glass in Sub Type

Enter your Subtype Code - Max 3 characters and description, then click Save

• Location - Choose the location for the item. You can add a new location, the location code can be up to 8 characters long
• Department - Which department owns the asset. You can add a new Department, the department code can be up to 8 characters long
• Goods received date - Date that the goods were received dd/mm/yy or dd/mm/yyyy
• Initial value - this will be the starting value for depreciation
• Depreciation start date - Date you want the depreciation to start, this may be the same as the goods received date dd/mm/yy or dd/mm/yyyy
• Number of years - how many years you want to depreciate the asset over.
• Assigned to - which member of staff you want to assign the Asset to. You can create a new member of staff if not already listed.
• Supplier - choose which supplier you bought this from, you can add a new supplier if needed, the Account code can be up to 8 characters
• Include bought Asset - tick to include an asset that you have bought already
• Serial Number * - the serial number of the asset
• Written off - Selecting yes will write off the asset and make the asset value £0. Selecting 'Pending' will not affect the value and will allow you to run a report filtered to contain only pending write-offs.

3. When you have added all of the information click Save to Add the Asset.

Adding an Asset (Intangible)

1. Click the Add button on the right hand side of the screen
2. You will see the Assets creation screen. Items marked with a * are mandatory

• Name * - Name of the Asset - Max 50 characters
• Description * - Description of Asset
• Choose Image - Upload an image for this Asset
• Type * - Choose Tangible for items that you can touch e.g. computers etc. and Intangible for items you can't touch e.g. Contracts
• Sub-Type * - Asset sub type, you can choose from the list created or add a new category if needed. For Non tangible this is likely to be contracts (CON). To add a new sub type click the Create new code when you click the magnifying glass in Sub Type

Enter your Subtype Code - Max 3 characters and description, then click Save

• Location - Choose the location for the item. You can add a new location, the location code can be up to 8 characters long
• Department - Which department owns the asset. You can add a new Department, the department code can be up to 8 characters long
• Contract start date - Date that the contract starts dd/mm/yy or dd/mm/yyyy
• Cost - this will be the starting value for depreciation
• Notice period - how many days the notice period is. In future this will be used to notify you in advance of the notice period so you can decide if you still need it.
• Contract end date - Date that the contract ends dd/mm/yy or dd/mm/yyyy
• Assigned to - which member of staff you want to assign the Asset to. You can create a new member of staff if not already listed.
• Supplier - choose which supplier you bought this from, you can add a new supplier if needed, the Account code can be up to 8 characters
• Include bought Asset - tick to include an asset that you have bought already
• Contract Number * - the contract number of the asset
• Written off - Selecting yes will write off the asset and make the asset value £0. Selecting 'Pending' will not affect the value and will allow you to run a report filtered to contain only pending write-offs.
• Contract Open: Uncheck this box to indicate that the contract is no longer open. This will prevent contract notice period alerts from being triggered. 

3. When you have added all of the information click Save to Add the Asset.

Editing an Asset

To edit an asset highlight it by clicking on the asset you wish to edit, then click the Edit button on the right hand side of the screen.

Deleting an Asset

To delete an asset highlight it by clicking on the asset you wish to delete, then click the delete button on the right hand side of the screen.

Importing Assets

To import assets click on the Import Asset button on the right hand side of the screen. See the help page on importing assets for more information on this.