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Asset Information

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This function is used to register assets, reference the assets to acquisition and disposal order details (optional), loaning of assets, keep track of asset responsibility, as well as inquiring on the asset's financial history (depreciation records).

 

For any asset, responsibilities can be rejected via workflow. The following persons are involved with each asset:

 

1.The Asset Administration Clerks are responsible for adding assets, and maintaining their information on the Information tab. Their access and authorities are governed by Profile Access.

 

2.The Asset Responsible Person takes responsibility for the physical asset and will oversee the asset's count. This person is defined on the Responsibility tab, via a workflow process. There is no specific security or mail implemented for the responsible person, except that the asset may only be loaned to somebody else if there is an accepted responsible person.

 

3.The Asset Depreciation Beneficiary is the person who benefits from the use of the asset. This will most likely be the Cost Centre Manager. This cost centre will usually be journalised with the depreciation charge and the adjustment journals.

 

4.The Asset Controller (defined on the Division) who has to approve any loans, can define the take-on value and is responsible for all the financial information and depreciation settings.

 

5.The Asset Counter, (Checked By person on the Asset Count tab) who can be assisted by the Administration Clerk, counts and confirms the assets on a periodic basis.

 

6.An asset loan can be requested by any person to any person provided you have the correct security profile.

 

7.An Asset can only be transferred when a Financial record exists in the depreciation tables for the current financial period. When an asset is sold or disposed of, a Financial record must not exist in the Depreciation Tables for the same financial period.

 

INQUIRE

The user must have a security profile linked to the function Asset Information with an access allowed of Inquire.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Asset Number

It is populated with the asset number and description from the Asset Master table.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

hmtoggle_plus1Controller

This field displays the asset controller from the Division table and the surname, first name, and the middle name from the Employee Master table.

 

This is a read only field. This person is the present, valid asset controller of the division of the last accepted depreciation beneficiary (excluding future depreciation beneficiaries).

 

If the beneficiary has not accepted the asset, the field, Asset Controller will be spaces and the asset cannot be loaned.

 

hmtoggle_plus1Status

The current asset status is displayed in this field. The status can be set to Active Inactive, or Held for Sales using the Status frame.

 

Only Active Assets will be taking into account for monthly depreciation runs. Inactive or Held for Sales assets will not be depreciated.

 

The status can be set to Sold or Scrapped using the Disposal Method field.