What do I need to know about assets?

This article takes you through everything you need to know about creating and managing asset records. Once you associate a rich set of information under an asset tag, you can track each asset from when it is created and by whom — through every detail of every transaction, including the following:

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Reading through each section sequentially will provide a complete overview of Tracmor's main functionality, which is managing detailed asset transactions. Or, skip to what you need to know right now:

Basic information

Definitions

Tracmor uses a number of common terms in a specific manner. For instance, you will want to understand how Tracmor differentiates between assets and inventory, or how the term "location" is a refinement of  the term "area." Here are details for these and other common terms:

  • Assets are items of value that you want to track closely, such as your business's stock items or valuable business-internal assets such as computers, phones, vehicles, office furniture, or specialized equipment or tools. 
  • Tracmor handles "disposables" that you want to track — but not closely — as Inventory in a separate module with fewer and different options, as described in What do I need to know about inventory?
  • All asset information is "filed" under an Asset Tag, which is a unique alphanumeric identifier. When you print the Asset Tag on a label (you can also print it in bar code format) and attach it to your asset, it is also a literal Asset Tag.
  • An Asset Model defines a unique identity by associating a Model Number to a specific Category and Manufacturer. The identity of every asset includes an asset model. Knowing how to set these up quickly will speed things along.
  • In Tracmor, an Area is a user-defined physical location that allows the user to create location-defined roles, and a Location is a refinement of the user-defined physical location that is more specific than Area. 
  • Tracmor supports the association of individual assets in "Parent-child" relationships that keep associated items together for such purposes as making sure all assets are included in transactions.

Setting up the information structure

The quickest way to create the information structure for a large number of assets is to import information systematically, as described in Building the Foundation Quickly - Import Overview. You can also enter information "as you go." Both options are described below in Creating one new asset and Importing a list of assets

Whichever way you choose to enter the information, this graphic shows how Tracmor relates every identifier —from the optional custom field(s) to the required identifiers of Area, Location, and Asset Model (comprised of the Category, Manufacturer, and Model Number).

All this information is encapsulated within a unique alpha-numeric Asset Tag.

asset_-_main_diagram.png

Once an asset is uniquely identified under an Asset Tag — and Companies and Contacts are in place to track shipping and receiving — all transactions can be tracked down to the last detail. When a transaction is recorded, the asset's status is indicated by these icons:

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Subscription Status

As you begin creating assets, you will want to make sure your subscription level can accommodate the number of new assets you will be creating in the future. One quick way to check your status is to check the color associated with the number of assets you are currently tracking.

  • Green: your subscription level matches the number of assets in your tracking system.
  • Orange: your subscription is within 10 assets of the maximum allowed assets.
  • Red: in 5 or fewer new assets you will exceed your subscription.

assets_-_number_of_assets_alert.png

Note: This information is also shown on your dashboard.

When your status shifts to orange or red your two options include:

  1. Increasing your subscription to the next level
  2. Archiving assets to create room for new assets

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Finding the menu options 

Clicking on Assets on the top menu opens a view from which all major transactions are easily accessed as shown below, and include:

  1. Icons for Create, Import, Export, Print, Trash, and Start Tour (circled in red in the upper right hand corner).
  2. Asset Search. The main built-in fields under Asset Search are visible by default. To also see the Advanced Search options, click on the carat symbol to the right of Advanced Search. Conversely to see only the Asset List, click on the carat symbol to the right of Asset Search to close all search fields. 
  3. Asset List. All assets that a particular user has access to are shown by default. The columns can be sorted by clicking on the up and down arrows in each column heading.

assets_-_overview.png

Options not shown in this view are accessed through sub-menus as described in the following sections. 

Note: This article focuses on using the top menu to access asset management, but you can also access options from the side menu by clicking on Asset and then clicking on the option of interest.

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Note: If the side menu is not visible, click on the square to the left of Global Search at the top of the screen to show/hide the side menu.

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Creating one new asset

To add one new asset, click on Assets on the top menu and then click on the (blue) plus icon in the upper right hand corner:

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The four required fields are noted by a red asterisk next to the field name. Details you will want to know about each field are described below:

  • Asset Tag. The asset tag is a unique identifier that you specify — or — Tracmor can auto-generate a sequential number for you if you click on the Auto Generate check box (shown by the red arrow in the upper right corner below). The Asset tag number can be printed on a label and attached to the asset for consistent tracking results.

    Note: If you have admin permissions, you have some control over how auto-generated asset tags are sequenced. See: Admin>General Settings>Asset Settings.

For the following three required fields your options are: 1) Recommended: Choose from each dropdown menu information that is already available because it was previously entered, or, 2) Add information as you go by clicking on the (blue) plus icons, circled in red (below). This is not recommended unless you are familiar with how information is structured. (For additional information on any of these identifiers, see the relevant article listed below under Asset Identifiers.)

  • Model Number. Note that the fields for Category, Manufacturer, and the optional Model Name are inactive because these values are incorporated under the model number and will auto-populate when you select a Model Number. 
    If you choose to create a Model Number you will also need to select a Category and Manufacturer, or create these if they are not already in the system.
  • Area. Choose the area that the asset will reside in from the dropdown menu or add a new Area by clicking on the (blue) plus icon.
  • Location. Choose the location (refinement of the Area) that the asset will reside in from the dropdown menu or add one by clicking on the (blue) plus icon at the right.

Certain additional required fields may be activated, depending on certain admin settings. For instance:

  • Custom fields. If custom fields are defined as required when they were set up, they will show as required fields when creating affected assets.
  • Depreciation. If depreciation was enabled and you click on a check box next to Asset Depreciation, required fields for cost and value will be activated. For details, see What do I need to know about depreciation classes?

The Parent Asset field is optional. 

  • Parent Asset. When you create a parent-child relationship between two or more assets you relate them within the tracking system. For example, a laptop computer may be designated as a "parent" asset and a specific battery pack for that computer can be designated as a "child" asset. Locking two assets together is particularly useful for conveying what constitutes a complete set, which can be useful when a user is checking an asset out, or when an asset is being shipped and the packing list needs to be complete. Select the parent for this asset from the dropdown menu or click on the (purple) search icon to initiate the search function. You can also lock this asset to the parent by clicking on the check box indicated by the red arrow in the lower right corner. 

asset_-_create3.png

Click on Save and you will see the new asset at the top of the Asset List, or click on Cancel to revert to the previous dialog box.

Importing a list of assets

To import a list of assets, start by clicking on Assets (top menu) and then clicking on the (green) down arrow icon.

asset_-_import.png

Having clicked on the down arrow icon, you will arrive at a dialog box with a status indication showing which step you are on in a 2-step process.

Note: Applicable custom fields are included in the standard import file, which is why it is a good practice to create custom fields beforehand. 

In Step 1 you select and download a standard import file.

You can leave the default selection or select a specific Asset Model for the assets to be created:

  1. If you leave the default value of "all," the column for the Model Number in the standard import file will be blank so you can enter various Model Numbers.
  2. If you click on the circle next to Specific (as shown below), and then choose a Model Number, the column in the standard import file for Model Number will be pre-populated with the specified Model Number. This is handy if you are importing many items of a specific type.

Once you have selected your preference, click on Standard file to import data to download the file. 

assets_-_import_-_step_1.2.png

Open the downloaded file, preferably in MS Excel. The column headings may vary depending on settings, but the required fields and information sequence is similar to creating one asset at a time, but more strict (and faster).

Required fields

  • Column A Asset Tag. The Asset Tag under which so much information is encoded, can be any unique alpha-numeric number.
    If you don't want to think of a good Asset Tag number and an admin has enabled auto-generated asset tags through Admin>Settings>Asset Settings, you will see that option in the column headed Auto Generated Asset Tag Flag. If you type "yes" in that column, Tracmor will generate an Asset Tag for you.

  • Required Columns B, C, and D: Model Number, Area Name, and Location Name.
    Important: If the values for columns B, C, and D are not already in Tracmor, you must create them before uploading this import file! One way to do this quickly is import them using the standard format file for each value; see the import section for each parameter by clicking on the relevant article in Asset Identifiers.

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Fields that may be required or optional

Depending on how they were defined by the admin or other authorized users, some fields may be required or optional, and many not appear in this order.

  • If you enter an Asset Tag already in Tracmor in the column for Parent Asset Tag, the asset you are creating will be a "child" under the "parent" of the Asset Tag you enter. To lock this new child asset to the parent, enter "yes" in the Lock to Parent Asset Flag column.

asset_-_excel_-_parent.png

  • Depreciation values such as Purchase Cost, Residual Value, and Purchase Date are available for input if Asset Depreciation was enabled by the admin. To enter values, type "yes" in the column for Asset Depreciation Flag and enter the required values.

asset_-_excel_-_deprec.png

  • Custom fields are indicated as cfv_ (custom field value). In this example column L "Equipment Condition" was specified as required when the custom field was created.
    To know what values were specified for a dropdown menu you can either: 1) check them by clicking on the dropdown menu (red arrow) in Advanced Search, or 2) check the original settings by navigating to the side menu Admin>Custom Field List, then click on the custom field to see the values for the dropdown list values. 

asset_-_excel_-_custom.png

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Once all information is entered — do not skip any rows — save the file with a descriptive name.

When you are ready to upload the file, click on Next in Step 1 to arrive at Step 2. From here, click on Choose File (shown by the red arrow) to navigate to the saved file, and once you have chosen the file and the file name is listed in place of [No file chosen], click on Upload File.

Note: Clicking on the blue icon in the upper right corner displays a list of files previously imported.

assets_-_import_step_2.png

Once the file is uploaded, you will receive a status report via the Imported File List. If any models were not successfully imported, the number will be indicated under the column heading “Skipped.

Note: Clicking Undo removes the imported values. This option is only available for the most recent import.

model_-_import_-_undo.png

To determine the error, download the file by clicking on the link in the "Skipped" column. In the example above, clicking on the number "1" in red downloads a file with the error message.

Correct the errors in the file you uploaded initially, save the file, perhaps with a new name, and upload again.

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Using the search function to create a filtered list

The search function provides the capability to find assets based on many types of criteria to find a single item or to create a filtered list that is especially helpful in mass actions such as mass delete or mass archive. 

The following screenshot shows all search terms:

  • The default Asset Search view includes seven built-in fields required for all assets, five of which are dropdown menus.
  • The Advanced Search view is visible when you click on the carat symbol (shown by the red arrow on the right hand side). It includes selections that allow you to search by transactions, dates, and any custom fields created for assets, such "Equipment Condition" in this example.

Once you have specified search terms by choosing from dropdown menus, calendar, or clicking on a check box and/or radio button, click on Apply Filter. To search by different criteria, click on Reset Filter to clear previous selections.

asset_-_advanced_search.png

Once you have generated a filtered list, clicking on the check box at the top of a column selects all items in the list.

asset_-_filtered_list.png

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Mass deleting assets

You can delete asset records as follows:

  • One at a time while editing (see Editing asset information)
  • Many all at once (mass delete) by first selecting assets:
    1. Click on the check box to the left of the asset(s) to be deleted in the Asset List, which is visible by clicking on Assets (top menu), or
    2. Create a filtered list using the search function and click on the check box at the top of the column to select all

Once your selections are made, click on the red "trash" icon in the upper right hand corner. You will be asked to confirm the delete request. Once you confirm, the item(s) will be deleted and will no longer appear in the Asset List.

assets_-_mass_delete.png

Note: An alternative to deleting assets — in case you might need the information later — is described in Archiving Assets

Exporting a list of assets

If you need a record of your assets, you can export a list by clicking on Assets (top menu) and then clicking on the export icon in the upper right hand corner. The Asset List downloads as an MS Excel spreadsheet and includes all assets and a subset of associated information.

Note: The spreadsheet is password protected and cannot be edited without the password that Tracmor sent to your account admin.

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Note: You may also want to run a report. For more information, see: What do I need to know about reports?

Editing asset information

To get to the asset edit menu:

  1. Click on Assets (top menu).
  2. Find the asset of interest on the Asset List or use the search function to narrow the list.
  3. Click on the Asset Tag (it's a link!) of the asset to be edited.

asset_-_asset_tag.png

The menu that appears at the bottom of the asset record provides these options:

assets_-_edit_-_edit.png

Click on Edit to arrive at the Edit Asset dialog box. Only the following identifiers can be edited:

  • The Asset Tag can be changed.
  • A different Model Number can be assigned by selecting it from the dropdown menu, or a new once can be created by clicking on the blue plus icon. (This multi-step process is described in detail in What do I need to know about asset models?)
  • The options for a Custom Field can be updated.

Fields that are grayed out cannot be edited directly:

  • Category, Manufacturer, and Model Name make up the Model Number; the way to specify new values for these components is to create a new Model Number.
  • Area and Location can be changed by entering a transaction such as move or shipment (see Recording asset transactions for details).

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Parent edit options include (shown in screenshot above):

  • Assigning a parent asset. You can choose a parent asset from the dropdown menu, or click on the (purple) search icon to conduct a search to select a parent asset from the list by clicking on the check box to the left of the asset. Be sure to click on Add Asset at the bottom of the Asset List to complete the action.

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  • Locking the new parent asset and child together; this causes the child asset to automatically also be included in such transactions as check out and reserve; to activate, click on the check box to the left of Lock to Parent.

Once one or more child relationships are established, edit options for child assets include (see screenshot below):

  • Adding another child asset by entering an Asset Tag number or selecting one from the dropdown menu and clicking on the (light blue) plus icon to complete the action.
  • Clicking on the (purple) search icon to conduct a search to select one or more child assets  from the Asset List. Click on the check box to the left of the asset(s) to be added, and be sure to click on Add Asset at the bottom of the Asset List to complete the action.
  • To apply the operations of the icons in the upper right, first click on the check box to the left of the Asset Tag (shown by the red arrow) to select one or more assets. You can then:
    • Click on the red trash icon to remove the child status from that asset.
    • Click on the purple circular arrows to choose a new parent (reassign asset)
    • Click on the lock or unlock icon to apply or remove the lock on the parent-child relationship.

asset_-_edit_-_child_asset.png

  • If Asset Depreciation was enabled by a user with admin permissions, depreciation values will be visible and the Purchase Cost and Residual Value can be edited.

assets_-_edit_-_depreciation.png

Click on Save to upload your edits, or click on Cancel at any time to revert to unedited values.

To delete the asset record, click on Delete

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Editing many assets at once - "mass edit"

To make the same change to more than one asset, navigate to the side menu Asset>Mass Edit Assets: 

assets_-_side_menu_-_mass_edit.png

Select the Asset Model(s) of interest. If you are interested in only one Asset Model, click on Specific (red arrow) and you will be able to select it from the drop down menu. Once you have selected the Model Number, click on Continue.

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All assets associated with the selected Model Number will be listed. To focus on your desired criteria, sort the columns containing the information associated with the asset. For example, to sort for location, click on the arrow at the top of the Location column (purple arrow).

Select assets to be edited by clicking the check boxes in the left column (circled in red). Once the assets to be edited are selected, click on Add Asset (red arrow).

Note: To select all assets, set the selector to the applicable number of entries from the drop down menu at the top (indicated by the yellow highlight, currently set to show 10 entries but can be set to show up to 1000 entries). Clicking only the check box at the top of the column selects all shown assets!

assets_-_mass_edit_-_assets2.png 

Cloning an asset

To create an asset that is identical — or nearly so — to an asset that has already been already created, use the Clone option to speed things up. 

To get to the menu with the clone option:

  1. Click on Assets (top menu).
  2. Find the asset of interest on the Asset List or use the search function to narrow the list.
  3. Click on the Asset Tag of the asset to be cloned.

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The menu that appears at the bottom of the asset record provides these options:

assets_-_clone.png

Click on Clone to arrive at a pre-populated Clone Asset record that is identical to the asset except for the Asset Tag. 

  • If the new asset is identical, all you need to do is enter a new Asset Tag (or click the check box to the left of Auto Generate), and you're done! 
  • To edit the asset record, see the options described in Creating one new asset. In this example, the custom field created for the previous asset is also available in the cloned asset, and cannot be deleted (circled in red).

assets_-_clone_-_edit.png

You can also easily add child assets (menu on the right) by: 

  • Entering an Asset Tag number or selecting one from the dropdown menu and clicking on the (light blue) plus icon to complete the action.
  • Clicking on the (purple) search icon to conduct a search to select one or more child assets  from the Asset List. Click on the check box to the left of the asset(s) to be added, and be sure to click on Add Asset at the bottom of the Asset List to complete the action.

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  • To apply the operations of the icons in the upper right once child assets have been added, first click on the check box to the left of the Asset Tag to select one or more assets. You can then:
    • Click on the red trash icon to remove the child status from that asset.
    • Click on the purple circular arrows to choose a new parent (reassign asset)
    • Click on the lock or unlock icon to apply or remove the lock on the parent-child relationship.

Click on Save to create the new asset, or click on Cancel at any time.

Adding attachments to an asset record

To get to the menu to upload attachments such as manuals or scanned documents:

  1. Click on Assets (top menu).
  2. Find the asset of interest on the Asset List or use the search function to narrow the list.
  3. Click on the Asset Tag of the asset.

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The menu that appears at the bottom of the asset record provides these options:

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Click on Attachments to arrive at the Upload Attachment dialog box. Click on Choose File and navigate to the file to be uploaded. The file name will appear instead of [No file chosen].

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Click on Submit. All uploaded attachments will be listed on the Attachment List. In this example, a file named Manual.pdf was uploaded and added to the list.

Viewing an asset's history

To view the transaction history of an asset: 

  1. Click on Assets (top menu).
  2. Find the asset of interest on the Asset List.
  3. Click on the Asset Tag of the asset.

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The menu that appears at the bottom of the asset record provides these options:

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Click on History to arrive at Assets Transaction History. In this example, the arrows point out the links to a shipment number, a receipt number, and companies - click on the links in your transaction history to pull up detailed information.

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Click on the back arrow of your browser to navigate back to the asset record for other options.

Note: For a transaction history for a number of assets, you may want to run a report. For more information, see: What do I need to know about reports?

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Recording asset transactions

To get to the menu to record asset transactions for moving assets, checking them out, or reserving, shipping, or archiving them:

  1. Click on Assets (top menu).
  2. Find the asset of interest on the Asset List.
  3. Click on the Asset Tag of the asset.

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The menu for transactions is at the top right corner once you click on an Asset Tag.

Move

Follow the steps in the introduction to this section to arrive at this menu: 

assets_-_move.png

  1. Click on Move (upper right hand corner) to arrive at the Move Assets dialog box.
  2. Provide the required information:
    • Select the new Area from the dropdown menu if it is available, or add a new Area by clicking on the (dark blue) plus icon. Enter the new Location in the same manner. 
    • Enter a Note regarding the assets being moved.
  3. To add more assets to this list, either enter the Asset Tag for that asset and click on the light blue plus icon (indicated by the red arrow), or search for one or more Asset Tags by clicking on the (purple) search icon. Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Move Assets dialog box.
  4. Remove any unwanted items from the list by clicking on the red trash icon in the column labeled "Action."
  5. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

assets_-_move_assets.png

Checking an asset out

To check an asset out:

  1. Click on Assets (top menu).
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Check Out (upper right hand corner). 

assets_-_check_out.png

Note: The option to check out an asset to a user or contact is only available if an admin activated these options (set at the side menu under Admin>General Settings). All fields are required.

  1. Check out to User. Click on User to select the user from the dropdown menu to whom the asset is being checked out to. Select yourself if you are checking the item out for yourself!
    asset_-_checkout_-_user.png
  2. Check out to Contact.  To check an asset out to a contact, select the Company and Contact from the dropdown menu (or add as needed by clicking on the (blue) plus icon next to each field).
    asset_-_checkout_-_contact.png
  3. Set Due Date and Note. Select a date from the pop-up calendar and enter a reason for the Check Out.
    assets_-_check_out_-_date.png
  4. To check out one asset: scroll down to the Check Out Assets dialog box, click on Save, and the asset will be recorded in the asset history log as checked out.
    Note:
     Any child assets that are locked to a parent asset that is being checked out will also appear on the list and be recorded as checked out.

asset_-_checkout_-_save.png

If more than one asset is to be checked out:

Add more assets by clicking on one of the two options outlined by the red box below:

  1. Click on the light blue plus icon after selecting an Asset Tag for an asset, or
  2. Search for one or more Asset Tags by clicking on the (purple) search icon. Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Assets to Check Out dialog box.

asset_-_checkout_-_save3.png

Remove any unwanted items from the list by clicking on the red trash icon in the column labeled "Action." When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

Once an asset is recorded as checked out, the transaction is indicated by a blue arrow next to the Asset Tag in the Asset List

assets_-_checked_out_icon.png

Checking an asset in

To check one or more assets back in:

  1. Click on the Asset Tag of the asset to be checked in and then click on Check In (upper right hand corner).
    assets_-_check_in.png
  2. Provide the required information in the Check In Assets dialog box:
    • Select the Area from the dropdown menu if it is available, or add a new Area by clicking on the (dark blue) plus icon. Enter the Location in the same manner. 
    • Enter a Note regarding the assets being checked in.
      assets_-_check_in_-_dialog_box.png
  3. To add more assets to the Assets to Check In list, either enter the Asset Tag for that asset and click on the light blue plus icon indicated by the red arrow, or search for one or more Asset Tags by clicking on the (purple) search icon. Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Check In Assets dialog box.
  4. Remove any unwanted items from the list by clicking on the red trash icon in the column labeled "Action."
  5. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

This transaction will be recorded as part of the asset's history, and will also be listed as a transaction in an asset transaction report, as described in What do I need to know about reports?

Reserve/Unreserve

Reserving an asset signals that the asset is "locked." To reserve one or more assets:

  1. Click on Assets (top menu).
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Reserve (upper right hand corner). 

assets_-_reserve.png

The Reserve Assets dialog box lists the asset of the Asset Tag you clicked on. If you only want to reserve that one asset, add a Note (required) and click on Save, and the asset will be recorded in the asset history log as reserved for you (that is, the user who logged in to carry out this transaction). 

Note: Any child assets that are locked to a parent asset that is being reserved will also appear on the list and be recorded as reserved.

If more than one asset is to be reserved:

  1. Either enter the Asset Tag for that asset and click on the light blue plus icon, or search for one or more Asset Tags by clicking on the (purple) search icon (both circled in red). Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Reserve Assets dialog box.
  2. Remove any unwanted items from the list by clicking on the red trash icon in the column "Action."
  3. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

asset_-_reserve_-dialog_box.png

Once an asset is recorded as reserved, the transaction is indicated by a green lock next to the Asset Tag in the Asset List

assets_-_reserve_-_locked_icon.png

To release the lock (unreserve) on one or more assets:

  1. Click on the Asset Tag of the asset to be unreserved and then click on Unreserve (upper right hand corner).

    assets_-_unreserve_icon.png

  2. Provide the required Note regarding the assets being unreserved.

    assets_-_unreserve_assets.png

  3. To add more assets to the Assets to Unreserve list, either enter the Asset Tag for that asset and click on the light blue plus icon, or search for one or more Asset Tags by clicking on the (purple) search icon. Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Unreserve Assets dialog box.
  4. Remove any unwanted items from the list by clicking on the red trash icon in the column "Action."
  5. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

This transaction will be recorded as part of the asset's history, and will also be listed as a transaction in an asset transaction report, as described in What do I need to know about reports?

Shipping

To record the shipment of a particular asset:

  1. Click on Assets (top menu).
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Ship (upper right hand corner). 

assets_-_ship.png

For details on creating a shipment, see What do I need to know about shipping?

Note: You can also click on Shipping (top menu) and then click on the (blue) plus icon to initiate a shipment.  To proceed enter the Asset Tag (or search for it using the Search function in the Create Shipment dialog box).

Archiving Assets

If certain assets will no longer have a presence in your organization, you can archive the asset records. Archived assets can be included in searches and can be reactivated, if needed. The advantage to archiving records include keeping records up to date and pared down to the essentials, as well as reducing the number of assets in your subscription, which could keep your subscription rate at a lower price level.

To archive an asset: 

  1. Click on Assets (top menu).
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Archive (upper right hand corner). 

assets_-_archive.png

The Archive Assets dialog box only requires Note (red arrow). To archive only one asset, click on Save, and you're done!

assets_-_archive_-_1.png

To archive many assets: 

  1. Either enter the Asset Tag for that asset and click on the light blue plus icon, or search for one or more Asset Tags by clicking on the (purple) search icon (both circled in red). Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Archive Assets dialog box.
  2. Remove any unwanted items from the list by clicking on the red trash icon in the column "Action."
  3. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

Unarchiving

To unarchive an asset, search for it by including Archived from the Advanced Search dialog box and include as much information as possible to narrow the search results.

assets_-_unarchive.png

Archived items are identified with this icon on the resulting list:

asset_-_archive_-_symbol.png

  1. Click on the Asset Tag of the item to be unarchived, then click on Unarchive (top right corner).
    asset_-_unarchive.png
  2. Provide the required information in the Unarchive Assets dialog box:
    • Select the Area from the dropdown menu if it is available, or add a new Area by clicking on the (dark blue) plus icon. Enter the Location in the same manner. 
    • Enter a Note regarding the assets being checked in.
  3. To unarchive many assets either enter the Asset Tag for that asset and click on the light blue plus icon, or search for one or more Asset Tags by clicking on the (purple) search icon (indicated by the red arrow). Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Unarchive Assets dialog box.

  4. Remove any unwanted items from the list by clicking on the red trash icon in the column "Action."

  5. When the list is complete, click on Save (or, cancel the action by clicking on Cancel).

assets_-_unarchive_-_1.png

The date of the archive and unarchive are available when you click on the asset's history. Click on Cancel any time to revert to the previous dialog box.

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Printing labels

To print bar code labels:

  1. Click on Assets (top menu).
  2. Select the Asset Tags you would like to print by clicking on the check box to the left of each asset.
    Tip: To select many items at once, create a filtered list,
     then check the check box at the top of the column to select all items in the filtered list.
  3. Click on the Print Labels icon:
    asset_-_print.png
  4. From the Print Labels dialog box, select the Label Stock and the Label Offset, then click on Print.

receipt_-_print_label.png

Tracmor will send a file to print according to your printer settings.

Important: If the label is not sent to the printer, be sure to check that your pop-up blocker settings are not blocking the Tracmor domain.

receipt_label.png

Adding custom fields

Your tracking system can be expanded to include the information important to your organization; simply add custom fields, as needed. Navigate to Settings>Module Field List Settings (located near the bottom of the side menu).

category_-_custom.png

Of the 10 modules that you can add custom fields to, click on Add Custom Field for Assets. For specifics, see: What do I need to know about custom fields?

custom_fields_-_assets.png

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