SpendMap User Guide (v14.8)

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Asset Master File

ASSET MANAGEMENT > Assets > Add/modify assets

The Asset Master File is where you maintain all the details of your assets. With accurate asset information at your fingertips, you can quickly locate your assets, determine if assets have gone missing, you can better comply with government regulations, meet audit requirements, prepare insurance claims if needed and so on.

Many (most) of the fields in the Asset Master File are optional and may not be required depending on your needs and the features of the module that you use.

Other ways to populate the Asset Master File

Tracking changes

Deleting assets

Internal notes and attachments

Asset Master File Screen

Information for the asset is organized into a series of folders (tabs)...

Folder	Description
GENERAL	•The details of the asset, used for reference purposes. •Many of the fields can be used for sorting and filtering asset-related reports, and when searching for assets using the Extended Search Options.
PO/VALUE	•Details about the Purchase Order that the asset originated from. •Asset value information, used for various valuation and depreciation reports.
EXTENDED DESCRIPTION	•The extended/long description of the asset.
IMAGE	•An image/picture of the asset, which is displayed on various screens for reference purposes.
WARRANTY	•Warranty information for an asset.
COMPONENTS/ INVENTORY	•A listing of components for the asset (for assets with multiple components) •Inventory count information for the asset

General Folder

The [GENERAL] Folder contains details of the asset, used for reference purposes. This information will be displayed on many screens and reports in the Asset Management Module.

Many of the fields can also be used for sorting and filtering asset-related reports, and when searching for assets using the Extended Search Options.

PO Value Folder

The [PO/VALUE] Folder contains details about the Purchase Order that the asset originated from, including dollar value information, which is used for various valuation and depreciation reports.

When assets are added to the system during the receiving process, many of these fields will be populated with information from the applicable Purchase Order, otherwise this information can be entered or changed manually as required.

Fields

Extended Description Folder

The [EXTENDED DESCRIPTION] Folder contains extended (additional/long) description for the asset, which will be displayed on some screens and reports.

Right-mouse-click to access spell check and cut and paste functions.

TIP: To enter internal notes and attachments for the asset, use the [NOTES] button at the bottom of the screen instead.

Buttons

Image Folder

The [IMAGE] Folder contains a picture of the asset, which can be displayed on various screens to help users when selecting assets. Among other areas, you can optionally display the item images on Lookup Lists.

TIP: You can view full Asset Master File details (including the image) from most areas of the system by selecting the [VIEW] button on any item Lookup list.

Image files reside in the /ASSET/IMAGES folder and can be .BMP, .GIF, .JPEG or .JPG files. You can either add image files to the /ASSET//IMAGES folder manually before selecting them here, or you can use the [ADD A NEW FILE] button on the image Lookup list to add new files to the /IMAGES folder.

TIP: If you are using the web-based version of SpendMap, consider using JPEG or GIF files instead of BMP files, since JPEG and GIF files are smaller and will download faster over the Internet.

Select the “Scale to fit window” check box to stretch/expand the image to fit the screen. Some resolution may be lost.

Warranty Folder

Use the [WARRANTY] Folder to maintain warranty information for the asset. This information is optional and, if entered, will be used for the Warranty Expiry Report.

Buttons

Fields

Components/Inventory Folder

The [COMPONENTS/INVENTORY] Folder contains asset count/verification information for the asset.

This information can be entered into this folder directly and/or it will be updated automatically when you perform an Asset Count.

Inventory count/verification information can be maintained for the asset as a whole or you can set up multiple components for the asset, in which case you can maintain count/verification information separately for each component. Typically you would set up multiple components for an asset if the pieces/components might be separated from one another and therefore should be counted/verified individually. For example, for a desktop computer, you might set up components for things like the screen, mouse, keyboard, etc. to ensure that all the pieces are present and accounted for during each asset count cycle.

To track multiple components/parts for the asset, simply check the box called "Track multiple components/parts for this asset?". You can then use the [Add] button to add as many components as needed. If multiple components are set up for the asset, you will be prompted to enter a count for each components when you perform an asset count and if you are using the optional Barcode Module, each component will get its own barcode label.

If you are NOT tracking multiple components for the asset, use the [Modify] button to enter count/verification information for the asset as a whole.

Buttons

Asset Component Details Screen

This screen is used to manually enter inventory count/verification information for an asset or a component of an asset. Alternatively, you can perform an Asset Count, which will also update the information on this screen.

If you have set up multiple components for the asset using the "Track multiple components/parts" check box on the main [COMPONENTS/INVENTORY] Folder, you can enter unique information for each component, otherwise the information entered here will apply to the asset as a whole, and you will not have access to the Component ID field.

If multiple components exist for an asset, you will be prompted to enter a count for each components when you perform an asset count and, if you are using the optional Barcode Module, each component will get its own barcode label.

Fields

Field	Description
Asset Code	•Used to reference the asset on screens and reports. •Once the asset information is saved, you will not have access to this field. To modify an existing Asset Code, use the Rename Utility. •Can be 12 characters in length and any combination of letters, numbers, or spaces. •This is a mandatory field.
Description	•A basic/short Description of the asset, used to reference the asset on screens and reports. •Can be up to 62 characters. •This is a mandatory field. •Additional/long description for the asset can be entered in the [EXTENDED DESCRIPTION] Folder. •To enter internal notes for the asset, use the [NOTES] button at the bottom of the screen instead.
Classification	•Asset Classification Codes are used to group similar assets together for report sorting and filtering. •You can also search for assets by Classification.
Asset Belongs to	•This identifies that this asset is a component of (belongs to) another asset. •This is used for reference purposes only. •See also the [Components/Inventory] Folder
Status	•Asset Status Codes can be used to describe the asset's status/condition (e.g. in use, obsolete, damaged, etc.) •Can be used when sorting and filtering reports. •You can also search for assets by Status. •TIP: You can also change the status of an asset when processing an asset count/verification.
Location	•Location Codes are used to indicate the physical location of the asset. •Can be used when sorting and filtering reports. •You can also search for assets by Location. •Once the asset information is saved, you will not have access to this field. To move an asset from one Location to another, use the Transfer Utility.
Site	•This field can be used in addition to the Location Filed, above, to further define the location of the asset, and will show on various screens and reports. •TIP: You can also change the site when processing an asset count/verification.
Contact	•The person responsible for the asset (i.e. the owner/user). •This field pulls from the Requested-By Master File. •Can be used when sorting and filtering reports. •You can also search for assets by Contact Person. •TIP: You can also change the status of an asset when processing an asset count/verification.
Manufacturer Model No Your S/N Mfg S/N	•These fields show on various screens and reports for reference purposes. •These fields can be used when sorting and filtering reports. •You can also search for assets by some of these fields.

Field	Description
PO Number Supplier Code G/L Account Cost Center Project Job Request-by	•These fields will be filled in automatically from information on the applicable Purchase Order when assets are added to the system during the receiving process, otherwise this information can be entered or changed manually as required. •For details on each field, click the hyperlinks to the left. •These fields can be used when sorting and filtering reports. •You can also search for assets by these fields.
Delivery Date	•The date that the asset was received. •Required if you want SpendMap to calculate depreciation and replacement cost of the asset.
Purchase Cost	•The price paid for the asset including all related charges and taxes. •Used to calculate depreciation and replacement cost of the asset.
Residual Value	•The value of the asset at the end of the asset's life. •Used to calculate depreciation and replacement cost of the asset.
Life Expectancy and Unit of Measure	•The life expectancy of the asset, used to calculate replacement cost of the asset. •The life units of measure can be time-based (e.g. YEARS, DAYS, MONTHS, etc.) or non time-based such as MILES, CYCLES, COPIES, and so on. •For assets whose life units are not measured in time, if you plan to use certain features of the Asset Management Module that take the age of the asset into account (e.g. Depreciation Report), you must periodically record the age of those assets using Record Meter Readings.
Depreciation (% per year)	•The depreciation rate to be used when calculating the depreciated value of this asset. •If the depreciation rate is the same for all (or most) of your assets, you can leave this field blank and specify a depreciation rate when you run the Depreciation and Valuation Reports.

Field	Description
Warranty Description	•A description of the warranty which will show on the Warranty Expiry Report.
Start Date	•The date the warranty started. For reference purposes only.
Expiry Date	•The date that the warranty expires. •Used to determine when the asset appears on the Warranty Expiry Report.
Expiry (in Units)	•Life expectancy units that the warranty expires on (e.g. 60,000 miles). •Used to determine when the asset appears on the Warranty Expiry Report. •To use this, you must periodically record the age of those assets using the Record Meter Reading Utility.
Warrant Issued by	•Supplier that issued the warranty. •That this may be a third party's warranty and not necessarily a warranty provided by the supplier of the asset.
Cost of Warranty	•Cost of the warranty, if applicable, for reference purposes.
Comment/Note	•Reminder comment/note for reference purposes.

Button	Description
[ADD]	•Add a new component and go to the Asset Component Details Screen.
[MODIFY]	•Go to the Asset Component Details Screen for the currently selected component. You can also double-click on the line.
[DELETE]	•Delete the currently selected component.

Field	Description
Component ID	•The name of the component, referenced on screens and reports.
Mfg Serial Number	•The manufacturer serial number, which shows on some screens and reports for reference purposes.
Verified On	•The date that the asset or component was counted/verified.
Verified By	•The person who counted/verified the asset or component.

Button	Description
[BOILERPLATE]	•Drop a “Boilerplate” (standard clause) into the description. The Boilerplate content/text will be inserted at the current position of the cursor.

Button	Description
[BOILER]	•Drop a “Boilerplate” (standard clause) into the Warranty Description. The Boilerplate content/text will be inserted at the current position of the cursor.