New Multi-Quantity Asset

Complete version of Asset Cloud only.

A Multi-Quantity Asset is an asset that is not unique across sites and locations and may have quantity associated with it. To create a Multi-Quantity Asset, you will create the Asset Type and the Asset simultaneously, then add quantity to it. Folding chairs or textbooks are examples of multi-quantity assets. You can create the asset type "Folding Chair" and add quantity to it at different locations.

Unlike fixed assets, purchase details are not added when creating a new multi-quantity asset. You can include purchase details (such as cost and vendor) when you add quantity to your asset. This allows you to have varying purchase information for different quantities. For instance, you may purchase 100 folding chairs from vendor A for $200, then later purchase 100 more folding chairs from Vendor B for $150. Entering the purchase information when you add the quantity allows you to keep track of the differing purchase dates, costs, etc.

Note for Mobile Device Users: Assets can be added on a Windows Mobile/CE, iOS, or Android mobile device.

Access the New Multi-Quantity Asset Screen

General Tab

Attachments Tab

Offline Mobile Attachment

Custom Fields

 

Access the New Multi-Quantity Asset Screen

Select Assets > New Multi-Quantity Asset.

The New Multi-Quantity Asset screen will appear.

General Tab

1. Asset Information Section

• Enter the Asset Tag for this asset (required). This is the unique identifier for the asset in the Asset Cloud database. The tag can be letters, numbers, or a combination of both. The asset tag is printed and attached to the physical asset. An asset tag usually contains a barcode for quick identification and tracking. You can manually enter a tag or use the Automatic Asset Tag option. If the Automatic Asset Tag option is enabled, the application will create a unique tag for each new or duplicated asset. When this option is enabled, you will not be able to enter an asset tag manually.
• Enter a unique identifier for this Asset Type in the Asset Type field. This field is required. Unlike Fixed Assets, you will create the Asset Type here, not on the New Asset Type screen.

Note - When you create a multi-quantity asset on the New Multi-quantity Asset screen, you have the option to specify its asset type directly. It's important to note that each multi-quantity asset can only be associated with a single asset type. Therefore, it is not possible to categorize multiple multi-quantity assets under a single asset type. If you attempt to associate a multi-quantity asset with an existing asset type, the system will generate an error indicating that the asset type already exists in the system.

• Optionally enter a Description, Manufacturer, Model, Category, and/or Default Cost.

Note regarding Categories - It is a best practice suggestion to create and utilize Categories to aid in tracking your assets. If you have several asset types of different laptops (different manufacturers or model numbers, for example), you can add them to a Category labeled Laptop. This lets you filter or run a report by category for all laptops. Another example is textbooks. If you have several editions of a science textbook, you can create a Science Category and create several Quantity Asset Types under that category.

Note regarding Default Cost - A default cost can be added here. This cost can be a negative value.

• Attach a photo (optional). To add a photo, select the Attach Photo button. The Attach Files screen will appear.
• Click on the Select Files button. Browse the folder, select the image and click on the Open button Or drag the image from a folder and drop it into the Attach Files window. Make sure that the Select Files area is highlighted before dropping, as shown below:

• The Image you attached will appear in the window. Click on the Attach button. The photo will appear in the photo section. Click on the Change Photo to access the Attach Files screen and select a different image.

 

2. Check Out Settings Section - Select the Set check out defaults checkbox if you want to set limits for the length of time an employee/customer can check out an asset. Options are:

• Check Out Length - Set the days, hours, and/or minutes for which an asset may be checked out.
• Check Out Lead Time - Set the days, hours, and/or minutes after check in before an asset is available to be checked out again. This time allows for recalibrating, cleaning, etc.

 

Attachments Tab

Click on the Attachments tab to add an attachment (an image or a document) to this asset. Note that the picture attached in the General tab will also appear here.

 To add an attachment:

1. Click on the Attach Files button.
2. Click on the Select Files button. Browse the folder, select the file and click on the Open button Or drag the file from a folder and drop it into the Attach Files window. Make sure the Select Files area is highlighted before dropping.
3. The file you attached will appear in the window. Click on the Attach button.

4. The file will appear in the attachment tab.

5. The file name can be edited by clicking the Edit button. After editing, click on the Update button. The file can be deleted by clicking on the trash can button.

• Offline Mobile Attachment - Click on the checkbox if you want the attached files to get downloaded automatically in the mobile application. Refer to Downloading Attachments.    

 

Custom Fields Tab

If the custom field is configured for the asset type, then the custom field tab will appear. Enter the required details and save.

When you are done adding information for this Multi-Quantity Asset, click on the Save button. You are now ready to Add Quantity to this asset.

 

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FAQs - Refer to Knowledgebase - Knowledgebase > Cloud > AssetCloud for FAQs. Example:

•  Working with Multi-Quantity Assets
• How do I delete a Multi-Quantity Asset?
• How do I use Asset Grouping with Multi-Quantity Assets?

Note: Use of the resources described here requires internet access.

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