Android Add New

You can create new Fixed Assets, Multi Quantity Assets, Asset Tags, Locations, Departments, Manufacturers and Vendors in the Asset Cloud app. This new data will be transmitted to the Asset Cloud database in real time where it will become available to all devices and on the PC.

The only "New" screens that are accessed directly from the main menu are the Create Fixed Asset and Create Multi Quantity Asset screens. For other new information, you can enter the data in the appropriate field. Asset Cloud will recognize the data as new and ask you if you want to add it to the database.

New Fixed Asset

Group > Grouped Assets Professional and Complete Editions Only

• New Asset Type
• New Location
• New Department
• New Manufacturer
• New Vendor
• New Owner Name
• New Multi Quantity Asset Complete version of AssetCloud only.
• New Manufacturer

Related Topics 

• Search
• Pinning Data

 

New Fixed Asset

1. Click on the Assets > New Fixed Asset.
2. New Fixed Asset screen will appear.

       

Note: You can use the keyboard to enter the information in any field. Or If you want to scan a barcode, use the Barcode scanner. Tap on the Barcode symbol, the scanner will appear. Scan the barcode and the field will display the scanned barcode number.

 

3. The New Fixed Asset screen allows you to capture Geolocation. The Geolocation will help you to add the location of an asset. When you access the New Fixed Asset screen, two pop-up message will appear.

• Click on the Ok button and enable the Google location service in your mobile.

• Click on the Allow button to allow the application to access the device's location.

 

4. General Tab

• Enter the Asset Tag. This is a required field.

• Enter the Asset Type. The Asset type can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Asset Type screen where you can search and add the asset type. You can also add a new asset type by clicking on the '+' symbol on the Search Asset Types. Refer New Asset Type.
• On entering the Asset type, a message will appear asking for the permission of the user to populate the asset fields that are in common with the asset type with the asset type values. Click on the Yes or No button. On choosing "Yes", the fields will get populated with the asset type values.

• Enter the Asset Description.
• Location Tab
• Enter the Site. The Site can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Sites screen where you can search and add the Site.
• Enter the Location. The location can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Location screen where you can search and add the location. You can also add a new location by clicking on the '+' symbol on the Search Locations screen. Refer New Location.
• Group Tab

• Enter the Group Tag. The Group Tag can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Group Assets screen where you can search and add the Group Tag.

• Enter the Department. The department can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Department screen where you can search and add the department. You can also add a new department by clicking on the '+' symbol on the Search Department screen. Refer New Department.
• Enter the Serial Number.
• Select the Condition.
• Enter the Owner Name. The Owner name can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Employees screen where you can search and add the owner name. You can also add a new owner name by clicking on the '+' symbol on the Search Employees screen. Refer New Owner Name.

Note

• New Fixed Asset: If the Synchronize Owner and Asset DCF values option is enabled in the settings, then on selecting an owner, the custom fields associated with the selected owner name will automatically populate with the matching asset field values filled during the owner asset creation. Changes are only persistent if the user chooses to save changes to the asset.
• View/Edit Fixed Asset: If the Synchronize Owner and Asset DCF values option is enabled in the settings, then on updating/changing an owner, the custom fields associated with the selected owner name will automatically populate with the matching asset values filled during the owner creation. Changes are only persistent if the user chooses to save changes to the asset.
• View/Edit Employee (Owners) - If you edit an Employee record any changes you make to the matching DCF values will automatically be synchronized to all the assets owned by that employee.
• Tap on the "Is Group" checkbox to make an asset "a group". Once you check the IsGroup checkbox, the Grouped Asset icon will appear at the top of the screen. Tap on the icon to add assets. You can also enable Transact as Whole and Audit as Whole feature in the grouped assets screen. Refer Grouped Assets topic.

Geolocation

• Click on the Get Location button to get the latitude and Longitude values. To view the map location, click on the View on Map link, it will open the map application in your mobile and the location detials will get displayed on it.

 

5. Purchase Tab -  The Purchase tab is optional and is for entering purchase order information.

• Enter the Vendor Number. The Vendor Number can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search Vendor screen where you can search and add the vendor. You can also add a new vendor by clicking on the '+' symbol on the Search Vendor screen.  Refer New Vendor.
• Enter the Purchase Order number.
• Enter the date of this Purchase Date or click on the Calendar icon to select a date.
• Enter the price per unit for this asset in the Purchase Cost field.

 

6. Custom Tab -  Click on the Custom tab. Any Custom fields created for Assets on Asset Cloud web will appear here. Required custom fields will be marked with an asterisk. Enter the requested information in the fields. If no custom fields have been created for assets this tab will be blank.
   
   

 

7. Type tab - Click on the Type tab. This tab displays fields related to the asset type associated with this asset. If the When selected... checkbox is selected on the Asset Type screen, this information will be auto-filled from the asset type. You can enter or edit information in most fields on this tab even if it has been auto-filled from the Asset Type.

• The Depreciation and Category fields cannot be edited here.
• Enter the Manufacturer. The manufacturer can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search manufacturer screen where you can search and add the manufacturer.  Refer New Manufacturer.
• Enter the Model.
• Enter the Check Out Length.
• Enter the Check Out Lead Time.

8. Attachment

• Pictures can be added to the asset by selecting the Attachment icon in the top, right corner of the screen.

• When the icon is selected, the Attachments page appears:

• Click the Take Picture button. A screen will appear asking if you want to take a new picture or browse for a picture on your device.

• Camera - Select this option to access the camera feature on your device. Take the picture as you normally would on your device, then select Use this image, or Retake to discard the current picture and take another. When you select Use this Image the image will be displayed on the Picture tab. Images taken via the camera through the Asset Cloud app are not saved to your device. They are transmitted to the Asset Cloud database.
• Gallery - Select this option to browse for a picture on your device. The picture you take with the camera or select from the camera roll will appear on the Attachments screen

• Click the Trash Can icon to delete the picture. A confirmation message will appear. Click Yes on the confirmation screen to delete the picture. The number of pictures you can attach to an asset is limited by the number set in Settings > Mobile > Maximum Pictures Captured. The default number of captures is 5.

Note: After uploading data to the PC, any pictures taken via the Android app will appear as attachments on the Edit Asset screen > Attachment tab. Pictures taken via the app will not appear on the Edit Asset screen > Picture tab by default. You can set an image as default to have it appear on the Picture tab by following the instructions provided in the topic New Asset screen > Picture tab.

9. When you are finished entering information for this asset, tap on the Save button at the bottom of the screen. On saving, a number will appear next to the Summary button. The number indicates the number of assets you have created during this session.

10. Tap the Summary button to view the summary information. Details of each asset you have added this session will display.

11. Select the Asset. Enter the number of copies to and tap on the Print button to print labels for these assets. The labels will print to the ZPL printer that is on your network. For information on printing from Android, please refer to the topic Printing from the Asset Cloud App.

 

Grouped Assets

The Grouped Assets icon will appear once you check the IsGroup checkbox. Tap on the icon to view the Grouped Assets screen.

Transact As Whole - Tap on the Transact As Whole radio button, if required. When the user click on the "Transact as Whole" checkbox, it means that when you perform a transaction on the child asset then the parent asset will be auto populated in the transaction grid. This checkbox/option is not mandatory.

Audit As Whole - Tap on the Audit As Whole radio button, if required. When the user click on the "Audit as Whole" checkbox, it means that when you perform a transaction on the child asset then the parent asset will be auto populated in the audit grid. This checkbox/option is not mandatory.

Tap on the Plus icon next to Grouped Assets to add assets in the group. The screen will navigate to the Move screen where you can add assets in the group.

Note: Since the screen navigated from the New Asset screen to the Move screen to add assets in the group, note that the newly added fixed asset that you created before adding the child assets will be saved in the backend. The other option to add assets in the Group is to access the Transaction > Move screen.

Enter or select the To Group field.

Enter or search for the Asset Tag. On selecting the asset tag, all the related information of the selected asset tag will get populated automatically. Enter notes if any. Tap on the Move button.

The View Group button will appear below the Move button if you try to add a group in the asset tag field. Tap on the View Group button to view the Grouped Assets.

  

 

New Multi-Quantity Asset

Complete version of Asset Cloud only.

The New Multi-Quantity Asset screen is used to enter a new, Multi Quantity asset into the database. A Multi Quantity Asset is an asset that is not unique across sites and locations and may have a quantity associated with it. Folding chairs may be an example of a fixed asset. You can create the asset "Folding Chair" and add quantity to it.

1. Click on the Assets > New Multi-Quantity Asset.
2. New Multi Quantity Asset screen will appear.

3. General Tab

• Enter a unique Asset Tag for this asset. This is a required field. Asset tag can be added using the keyboard or tap the Scan icon to scan a barcode.
• An Asset Type will be automatically created for this asset. Keep in mind that each multi-quantity asset has it's own, unique asset type. Therefore, you cannot assign this multi-quantity asset to any asset type other than the one Asset Cloud automatically creates for it. Refer Creating New Asset Type.
• Enter the Asset Description.
• Enter the An Asset Type will be automatically created for this asset. Keep in mind that each multi-quantity asset has it's own, unique asset type. Therefore, you cannot assign this multi-quantity asset to any asset type other than the one Asset Cloud automatically creates for it..
• Enter the Cost.

4. Custom Tab - Click on the Custom tab. Any Custom fields created for Assets on Asset Cloud web will appear here. Required custom fields will be marked with an asterisk.

• Enter the requested information in the fields. If no custom fields have been created for assets, this tab will be blank.

5. Type Tab - Click on the Type tab. This tab displays fields related to the asset type associated with this asset. If the When selected... checkbox is selected on the Asset Type screen, this information will be auto-filled from the asset type. You can enter or edit information in most on this tab even if it has been auto-filled from the Asset Type.

• The Category fields cannot be edited here.

5. Enter the Manufacturer. The manufacturer can be added by clicking on the search button next to the field. Click on the search button, the screen will navigate to Search manufacturer screen where you can search and add the manufacturer. Refer New Manufacturer.
6. Enter the Model.
7. Enter the Check Out Length.
8. Enter the Check Out Lead Time.

6. Attachments

• Pictures can be added to the asset by selecting the upload icon in the top, right corner of the screen.

• When the icon is selected, the Attachments page will appear.

• Click the Upload button. A screen will appear asking if you want to take a new picture or browse for a picture on your device.

• Camera - Select this option to access the camera feature on your device. Take the picture as you normally would on your device, then select Use this image, or Retake to discard the current picture and take another. When you select Use this Image the image will be displayed on the Picture tab. The Images taken via the camera through the Asset Cloud app are not saved to your device. They are transmitted to the Asset Cloud database.
• Gallery - Select this option to browse for a picture on your device.
• The picture you take with the camera or select from the camera roll will appear on the Attachments screen.

• Click the Trash Can icon to delete the picture. A confirmation message will appear. Click Yes on the confirmation screen to delete the picture. The number of pictures you can attach to an asset is limited by the number set in Settings > Mobile > Maximum Pictures Captured. The default number of captures is 5.
  
  Note: After uploading data to the PC, any pictures taken via the Android app will appear as attachments on the Edit Asset screen > Attachment tab. Pictures taken via the app will not appear on the Edit Asset screen > Picture tab by default. You can set an image as default to have it appear on the Picture tab by following the instructions provided in the topic New Asset screen > Picture tab.

7. When you are finished entering information for this asset, tap on the Save button at the bottom of the screen. On saving, a number will appear next to the Summary button. The number indicates the number of assets you have created during this session.

8. Tap on the Summary button to view the summary information. Details of each asset you have added this session will display.

9. Select the Asset. Enter the number of copies to and tap on the Print button to print labels for these assets. The labels will print to the ZPL printer that is on your network. For information on printing from Android, please refer to the topic Printing from the Asset Cloud App.

 

New Asset Type

New Asset Type option can be accessed by clicking on the '+' symbol while creating a new Fixed Asset.

Enter the following details:

• Asset Type - This field is required. The asset type is a category for assets and is required to create new asset types. Assets are assigned to a specific asset type.  For instance, you may have an Asset Type of Label Printers that defines the manufacturer, size specs, etc. of this particular type of printer. Then specific printers of the same type are assigned to the Label Printers asset type. Asset Tags must be unique across all Sites and Locations. A particular value can occur only once in the Asset database.
• Asset Type Description - Enter a description for this Asset Type.
• Category - Enter a category for this asset. To create a new category, click on the <New> option from the dropdown menu. New Category screen will appear. Enter or scan the Category and save it.
• Manufacturer - Scan a manufacturer or tap the Magnifying Glass icon to search manufacturers. You can create a new manufacturer by entering new information in the field.
• Model - Scan or enter a model number.
• Check Out Length - The default number of Days, Hours and/or Minutes assets of this type may remain checked out before they are overdue.  
• Check Out Lead Time - Indicates how long after an asset is checked in before it is available. The lead time allows time for recalibration, cleaning, etc.

Tap on the Save button when you are done. The screen will navigate to the New Fixed Asset screen.

 

New Location

• New Location option can be accessed by clicking on the '+' symbol while creating a new Fixed Asset.
• New Location screen will appear.

• Enter the location. Make sure to enter the name of the Location correctly as it cannot be updated in the device.
• Click on the Save button.

 

New Department

• New Department option can be accessed by clicking on the '+' symbol while creating a new Fixed Asset.
• New Department screen will appear.

• Enter the Department Code and Department Name, then click the Save button.

 

New Manufacturer

• New Manufacturer can be added in the Manufacturer field in the New Fixed/ New Multi Quantity Asset screen.
• On Saving, a message will appear indicating that a new manufacturer has been created. If you want to add that as a new manufacturer. Click on the Yes button or click on the No button.

• To add additional data to this manufacturer, such as address and phone information, you will need to do so on the PC.

 

New Vendor

• New Vendor option can be accessed by clicking on the '+' symbol while creating a new Fixed Asset.
• New Vendor screen will appear.

 

• Enter the Vendor Number and the Vendor Name (optional), then click the Save button.

 

New Owner Name

• New Employee option can be accessed by clicking on the '+' symbol while creating a new Fixed Asset.
• New Employee will appear.

• Enter the Employee Number, First and Last Name of the employee.