Author: uf_admin

Supply User Manual ENG -> Products -> 3.5 Assets -> F. How to export asset records to excel

F. How to export asset records to excel

Go to: Products/ Assets /Asset Forms

1. Select one asset or several assets by ticking the check box next to each asset. If no asset is selected the system will export the details of all assets.
2. In the actions menu ( on the right), click on “export”

Exporting asset information using the Action Menu

3. The export wizard will appear.

3.1 Check the default fields suggested by the system, that will be exported in the right hand window

3.2 If necessary, select new fields to be exported

3.3 To add or remove any fields according to your export preferences use the “Add” and “Remove” buttons

4. Click on the “Export to File” button

Asset Export Data wizard, with default fields which will be exported

5. Click on “Ok” ;the file options which appear (by default this will be opened with Microsoft Office Excel)

6. The Excel file will be generated.

Example view of excel export file

Supply User Manual ENG -> Products -> 3.5 Assets -> E. How to print asset records

E. How to print asset records

Go to: Products/ Assets /Asset Forms

1. Use the search fields in the header to find the assets that you want to see the records
2. Tick the checkbox of all those you wish to see (to select all assets from search result, tick the checkbox immediately below Asset Forms)
3. In the Action menu on the right, click on Asset Form under Reports
4. The system will display all of the asset forms of the selected assets in printable format

Assets for which the Asset Forms can be printed

Print view of example Asset Form

Supply User Manual ENG -> Products -> 3.5 Assets -> D. How to view the events and follow up (history) of an asset

D. How to view the events and follow up (history) of an asset

Go to: Products/ Assets /Asset Forms

1. Use the search fields in the header to find the asset that you want to see the history
2. Click anywhere on the line of the asset you would like to see (except on the pencil/edit icon!) the record of this asset will open
3. Click on the “Event History” tab at the top of the page to view the history for this specific asset

Asset follow-up

Asset Event History tab showing history/events for asset selected

Please note: It is important for the asset to be treated as a product when receiving it (e.g. in an incoming shipment), it needs to be processed the same way (and the appropriate documents created and managed) as for products for the stock when they are ordered, sent, stored etc,

Supply User Manual ENG -> Products -> 3.5 Assets -> C. How to record an asset event

C. How to record an asset event

Every status or move of the asset is considered an event and should be recorded in the system in adherence with each OC’s asset registration guidelines.

Go to: Products/ Assets /Assets events & follow up

Asset Event list view

1. Click on the “New” button to create a new Asset event
2. In the Asset Event record, the date will have been populated with today’s date, but it is possible to edit this, so enter the date when the event took place (which should correspond to the date on any other relevant document e.g. Incoming Shipment date)
3. Enter the Location where the event took place
4. Enter the Project Code for which the asset is being used / allocated to at the time
5. For Event type select from these options:

    

   • Reception, when the asset is being received. This is mandatory if you are receiving a product which is categorised as an asset.
   • Start Use, when the asset is starting to be used
   • Repairing, when the asset is not in use and has been sent to be repaired
   • End Use, when the asset is no longer being used
   • Obsolete, when the asset is no longer useful or there are more relevant versions available
   • Loaning, when the asset is being loaned to another internal entity
   • Transfer (internal), when the asset is being transferred to another MSF entity
   • Donation (external), when the asset is being donated to an external entity
   • Other, to record any event not covered above (e.g. for disposal if assets are destroyed etc )
6. Select the Current status of the asset:

• In Use, if the asset is being used currently
• Stock, if the asset is in stock
• Repair, if the asset is being repaired                                                                                                

     7. In the Selection section, enter the Asset Code, or click on the magnifying glass to open a window listing all current asset forms. Use the filters at header level if necessary to find and select the relevant asset

     8. When you have entered the Asset Code, the remaining fields (Product, Serial Number, Brand and Model) will pull through. Check that these correspond to the physical asset.

     9. In the Comment section, add any relevant remarks, (e.g. if you are loaning the asset, who are you loaning it to and any relevant references etc)

    10. Click on the Save button

Assets follow up