Creating multiple new assets

Multiple new assets can be created one after another by remaining in the asset form safs090.

This function is very useful for creating assets with the same parent asset.

1. Navigate to your Asset where you want to build your new Asset

Note:

It is critical that you know the new asset code/structure before you are ready to create the actual asset.

This process can be achieved by changing the asset hierarchy display from a description view to a codes view.

2. Hover the mouse over your Parent Asset where you want to attach your new asset, click the right mouse button, then select New then Asset (circled in red below) to open the Asset form safs090 as per the 2^nd image below

Note:

The parent asset is automatically populated with the correct asset code from the workbench.

3. Enter your new Asset Code (circled in red)

Steps:

Enter your Asset Code
Enter a Description
Set the Asset Status
Set the Asset Level
Set the Warranty
Set the Asset Type (if applicable)
Set the Default Meter (if applicable)

4. Click the Save button to record your information

When data has been saved, the ‘Save’ button will be greyed out (dull). The ‘Save’ button will become active when any data field is changed.

Note:

Other key information such as Accounting, Library, Location, Readings, Reference Data (Asset Type must be added first), and Remarks etc. can be add when the asset is being created or when required.

5. CLOSE the form by selecting the Windows close option

This will return you to the Workbench

6. Click the New button (circled in red)

The ‘New’ selection will clear out specific fields as per the image below but retain some vital information as these assets are being created against the same parent asset.

Note:

The ‘New’ option will refresh the form but retain some vital information from the previous asset such as Asset Status, Asset level, Tracking, Warranty Status, Parent Asset, Asset Type and Default Meter etc.

7. Enter your new Asset Code (circled in red) and specific information as per the image below

Steps:

Enter a Description
Set the Asset Status
Set the Asset Level
Set the Warranty
Set the Asset Type (if applicable)
Set the Default Meter (if applicable)

8. Click the Save button to record your information

Note:

Other key information such as Accounting, Library, Location, Readings, Reference Data (Asset Type must be added first), and Remarks etc. can be add when the asset is being created or when required.

9. Click the New button (circled in red) to create another new Asset

The ‘New’ selection will clear out specific fields as per the image below but retain some vital information as these assets are being created against the same parent asset.

10. Enter your new Asset Code (circled in red) and specific information as per the image below

Steps:

Enter a Description
Set the Asset Status
Set the Asset Level
Set the Warranty
Set the Asset Type (if applicable)
Set the Default Meter (if applicable)

11. Click the Save button to record your information

Note:

Other key information such as Accounting, Library, Location, Readings, Reference Data (Asset Type must be added first), and Remarks etc. can be add when the asset is being created or when required.

12. CLOSE the form by selecting the Windows close option

This will return you to the Workbench

Refresh the Asset Hierarchy/Tree

When new assets are created, the asset hierarchy must be refreshed to read the new data.

1. Click Options then Refresh (circled in red) from the Workbench

The ‘Refresh’ will contract the asset hierarchy tree back to the top level

2. Navigate to the new Assets that you just created to make sure that it is visible

Note:

New assets will only be visible once the asset hierarchy/tree has been refreshed.

2. Navigate back to the Top Level of the Asset Hierarchy

Click Options/Refresh OR
Use the tree and then click the top level asset code

Asset Additional Data

1. Navigate to your Asset where you want to add additional data

2. Double click the left mouse button your desired Asset to open the asset form safs090

Asset – Accounting

Cost codes can be assigned to any asset which is used to identify the financial cost code of maintenance activity or inventory activity such as General Ledger, Expense Element etc.

Cost codes generally correspond to a Chart of Accounts.

1. Click the Accounting button (circled in red) to open the Accounting form

Asset - Library

Library Type are used to define a master definition for a set of electronic documents which share the same launching/viewing program. Individual documents for a nominated library type may be associated with individual assets, their related standard activities, jobs and purchase orders.

Typical project types would be;

Docx
Xlxs
Dwg
Jpeg
Pdf
png

1. Click the Library button (circled in red) to open the Library form

To add Library information such as documentation, drawings and pictures etc.

Select your Library Type
Click the Object browse button, search and select
Enter your Comments
Click the SAVE button

Asset – Reference

Asset Types identify a general category to which the asset code belongs. When an asset type is assigned to an asset, reference data can be entered as responses to allow for database interrogation and reporting.

Asset types can be assigned Prompts such as Make, Model, Manufacturer, Year of Manufacture, Size, kW and Serial Number etc. for database interrogation and reporting.

Asset ‘Reference Data’ relative to the asset type prompts can be assigned to each individual asset for more detailed database interrogation and reporting.

Reference data response is a string of up to 40 characters (Alphabetic and Numeric) that is retained as reference information for an asset code.

1. Click the Reference button (circled in red) to open the Reference Data form

Asset - Remarks

Asset ‘Remarks’ is a free text field that allows users to create diary entries associated with individual assets.

1. Click the Remarks button (circled in red) to open the Remarks form

To add Remarks to an asset which acts as a diary;

Click the down arrows for the blank row to open the Remarks text box
Enter your Remarks
Click the Accept button (Green Tick)
Click the SAVE button

2. When you asset Remarks are saved, new lines/entries are registered with Created Date, Created By and Remarks as per the image below

3. CLOSE the form by selecting the Windows close option

This will return you to the Workbench

Asset Rename

Assets can be ‘Renamed’ to a new asset code if required, where all relevant data is copied accordingly such as job, history, readings and standard activities etc.

Assets can only be renamed via Show Codes display.

1. Navigate to your Asset where you want to build your new Asset

2. Click the Options button, then select Show Codes (circled in red below)

3. The Show Codes option will change the asset hierarchy display from Description to Codes as per the image below

Note:

You can only ‘Rename’ assets from the Show Codes display because it is the code that we are renaming and not the description.

4. Click the Asset you want to Rename (circled in red) and it populate the current Asset field

5. Hover the mouse over the Asset, click the right mouse button, then select Rename (circled in red)

This action will display an asset code window to enable the entry of the new Asset code as per the 2^nd image below also circled in red.

6. Enter your new Asset Code (circled in red) and press the enter key

When the ‘enter’ key is pressed, the Asset Code Statistics form safs092 will be launched

7. When the Asset Code Statistics form displays all the required records. Each record will be numbered in the form.

8. Click the Rename button (circled in red)

This process may take several minutes

9. When the Rename is complete, close the form

10. When the Asset has been Renamed, it will be now be displayed with the new Asset Code (circled in red) and all its relative information such as Jobs and Job History will also be renamed to reflect the new asset code.

Note:

If an asset code is ‘Renamed’ you may have to edit the description of the asset depending on your asset naming convention.

Open the asset form safs090, edit the description, then save.

11. Click the Options button, then select Show Desc (circled in red)

Note:

The ‘Show Desc’ option will change your asset hierarchy tree view back to Asset Descriptions.

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