Main tab

The Main tab of the AM Asset Maintenance form contains the following fields and options:

The fields and buttons available on the Main tab on the AM Asset Maintenance form will depend on the status of the Asset that is displayed in the Status field.  These statuses are further detailed in the Asset Statuses section.

Please note: There may be fields displayed between the Description field and the Responsible Officer field on the form:

These are User defined Reference fields that are defined by the Asset Type selected in the Asset Type field, including the number of fields displayed (a maximum of 5), the name of the each field and whether they are mandatory or discretionary fields.  The details in these fields can be amended where the status of the Asset is set to  or .  It can also be changed when the status is  via the  button, which is further detailed below.  Asset Types are further detailed in the Asset Types section.

The other fields and options are further detailed below (mandatory fields are notated with a red asterisk *):

• Asset Type: This field will include the Asset Type of the Asset, which defines the User defined Reference fields displayed between the Description field and the Responsible Officer field, as detailed above.

The Asset Type will also define certain default fields when inserting an Asset Book via the  button, which is further detailed below.

The Asset Type in this field cannot be changed directly on this field but can be changed via the  button, as detailed bellow, where it is displayed.  Asset Types are further detailed in the Asset Types section.

• Code: This field will include the code for the Asset and cannot be changed.
• Description: This field will include the description of the Asset and can be amended when the status is at ,  or .  It can also be changed when the status is  via the  button, which is further detailed below.
• : Clicking on this button will allow you to add an image of the Asset from your network.  An Upload Image pop-up box will open:

Click on the  button and select the required image from your network - the name of the mage will then be added next to this button.

Then click on the  button - the types of files that can be uploaded are listed next to this button.

• Responsible Officer: This field will contain the User name of the officer that is responsible for the Asset and can be changed by selecting a different option from the drop-down list where the status is at , , or .  It can also be changed when the status is  via the  button, which is further detailed below.
• Balance Sheet Cost Centre for the Capital Cost: A General Ledger Cost Centre Code will be included in this field.  This is the Cost Centre that will receive the GL postings for the Balance Sheet.  You will note that the name of the Cost Centre appears in the adjacent field.

It can only be changed when the status is at .  or .

The required Cost Centre code can be added into the field or alternatively it can be searched for and selected by clicking on the Find Cost Centre button located to the right of this field, .  This will open the AM Find Balance Sheet Cost Centres for the Capital Cost form where the required Cost Centre can be searched for and once selected will be added to this field.  This form is further detailed in the Find Balance Sheet Cost Centre section.

• Revenue Cost Centre: A General Ledger Cost Centre Code will be included in this field.  This is the Cost Centre that will receive the GL postings for the Revenue Accounts.  You will note that the name of the Cost Centre appears in the adjacent field.

It can be changed where the status is at ,  or .  It can also be changed when the status is  via the  button, which is further detailed below.

The required Cost Centre code can added into the field or alternatively it can be searched for and selected by clicking on the Find Cost Centre button located to the right of this field, .  This will open the AM Find Revenue Cost Centres form where the required Cost Centre can be searched for and once selected will be added to this field.  This form is further detailed in the Find Revenue Cost Centre section.

• Quantity: This field can be used where Assets are grouped together, for example where a generic Asset is created for all Personal Computers at a specified location, a number can be included in this field for the number of Personal Computers in the Asset.  Where one is to be disposed, it can be split from the original Asset and then disposed.  Splitting Assets is further detailed in the Split section and Disposals are further detailed in the Disposal section.

Where it includes 1 it will be recorded as a single Asset.

The amount in this field can only be changed when the status is at ,  or .

• Original Purchase Date: Where a date is included in this field, it will be the date that the Asset was purchased and is for information purposes only.

This field can only be changed when the status is at ,  or .

• Original Purchase Cost: Where an amount is included in this field it will be the original cost of the Asset and is for information purposes only.  

This field can only be changed when the status is at ,  or .

• Grant/Gift Value: Where an amount is included in this field it will be the amount for a grant or a gift that is associated with the Asset and is for information purposes only.

This field can only be changed when the status is at .  or .

• Grant: Ignore this option as it is not currently being used.
• Original Capitalisation Date: A date will be included in this field that will be the original capitalisation date for the Asset.  This date will specify the default date in the Depreciation Start Date field on the AM Asset Maintenance (Insert Book) form, once an Asset Book is inserted via the  button as detailed below.

It can be changed when the status is at ,  or .  It can also be changed when the status is  via the  button, which is further detailed below.

Once an Asset Book has been inserted, the Depreciation Start Date on the Book will not be changed by changing the Original Capitalisation Date.

• Original Capital Cost: An amount will be included in this field that will be the original capitalisation cost for the Asset.  This will be used as the default amount on the Capital Cost field on the AM Asset Maintenance (Insert Book) form, when inserting an Asset Book for the Asset via the  button detailed below.  This form is further detailed in the Insert Books section

It can only be changed when the status is at ,  or .

• Revaluation Value (Main): Where this field is populated it will include the amount in the Revaluation Value field on the AM Asset Other Details form, which can be accessed by clicking on the  button, as detailed below.  The Revaluation Value (Main) field will display either the amount in the Original Capital Cost field as detailed immediately above, or an amended amount following a Revaluation transaction.  Revaluation transactions are further detailed in the Revaluation section.

Where the Revaluation Value (Main) field is set to 0.00 it will be populated with the amount in the Original Capital Cost field, detailed immediately above, when an Asset Book is inserted on the Asset via the  button detailed below.

• Original Starting Units: Where an amount is added to this field it will be used to add the starting number of units for the Asset.  If the Depreciation Method is Units of Use, as defined in the Asset Type added to the Asset Type field, the amount in the Original Starting Units field will be used as the default amount in the Starting Units field on the AM Asset Maintenance (Insert Book) form once an Asset Book is inserted on the Asset via the  button as detailed below.

This field can only be changed when the status is at ,  or .

Once an Asset Book has been inserted, the Starting Units field on the Book will not be changed by changing the Original Starting Units.

• Units of Measure: Where this field is populated it will be used to record the Units of Measure for the amount added in the Original Starting Units field detailed immediately above.

This field can only be changed when the status is at ,  or  by selecting a different option from the drop-down list, or if the field is blank by selecting the relevant item from the drop-down list.

• Parent: Where this field includes an Asset Code, it will link the Asset to this Parent Asset to show that it belongs to a hierarchy of Assets.  Where an Asset Code is added the description of the Asset will appear in the adjacent field.

This field can be changed when the status is at ,  or .  It can also be changed when the status is  via the  button, which is further detailed below.

The required Asset Code can be added or alternatively it can be searched for and selected by clicking on the Find Asset button located to the right of this field, .  This will open the AM Find Asset Parents form where the required Asset can be searched for and once selected will be added to this field.  This form is further detailed in the Find Asset Parent section.

• Department: A Department for the Asset will be included in this field.  It can be changed when the status is at  or ..  It can also be changed where the status is  via the  button, which is further detailed below.  In these cases selecting a different Department from the drop-down list.
• Section: A Section for the Asset will be included in this field.  It can be changed when the status is at ,  or .  It can also be changed where the status is  via the  button, which is further detailed below.

In these cases the option can be changed by selecting  a different Section from the drop-down list, which will be dependant on the Department added to the Department field, detailed immediately above.

• Status: This will display the Status of the Asset.  You will not be able to change this field.  These are further detailed on the Asset Statuses section.
• Request No: This field will be populated where the Asset has been created from an Asset Registration Request, which is further detailed in the Asset Registration Requests section.  This field will include the reference for the Request and where populated the  button located to the right of this field will be enabled.  Clicking on the button will open the AM Registration Request (Readonly) form providing details of the Request from which the Asset was created.

The buttons available at the bottom of the form will also be dependant on the status of the Asset.  These are are follows:

• : Click on this button to save any further changes made to the fields and options on the form.
• : Where this button is enabled click on this button to delete the Asset.  A message will be displayed asking for confirmation that the Asset is to be deleted.
• : Clicking on this button will clear all the fields, returning you to the original version of the form where you can create a new Asset or search for an existing one.
• : Where other forms are updated that affect the details of this Asset, clicking on this form will then update those details.
• : Clicking on this button will open the Audit Info screen, providing audit details of the Asset.  This is further detailed in the Audit Info section.
• : This button will only be displayed where the status of the Asset is at .  Clicking on this button will allow you to change certain fields on the AM Asset Maintenance form.  These are further detailed in the Modify Live Assets section.
• : Where this button displayed clicking on it will open the AM Asset Change Type form that will allow you to change the Asset Type of the Asset.  This form is further detailed in the Change Asset Type section.
• : This button will only be displayed where the Asset has a status of  or .

Postings for the Asset cannot be made to the General Ledger until the Asset is Registered.  Before the Asset can be registered, an Asset Book must be inserted into the Asset - this is done via the  button, as detailed below - and the Asset must also have a Classification Code, which is added via the  button detailed below.

Clicking on the  button will change the Status field from  to .

• : This button will only be available where the status of the Asset is at .

Clicking on this button will change the status of the Asset to  and you will not be able to make any further changes the fields on this tab as well as the other tabs.

• : This button will be available where the Status of the Asset is at one of the following:

• : Where the Asset is at this Status clicking on the  button will open the AM Acquisition form, allowing you to create an Acquisition Transaction for the Asset.  This form is further detailed in the Create Acquisition Transactions section.

Once an Acquisition Transaction has been created for the Asset, the Status will change to .

Please note: ensure that all the details added to this tab, as well as the other tabs on the AM Asset Maintenance form, are correct before making the Asset a Live Asset.  Only certain details can be amended via the  button, as detailed above.

• : Where the Asset is at this Status it is in the process of being modified via the  button as detailed above, which was selected when it was at the status of .

Clicking on the  button and then the  button will save the changes made to any of the tabs on the AM Asset Maintenance form.  The Status will also revert to .

• : Clicking on this button where the Status of the Asset is at  or  will open the AM Classification Code Maintenance form allowing you to view, add or amend the Classification of the Asset.

Adding a Classification is further detailed in the Adding Classifications section and viewing and amending the Classification is further detailed in the Amending Classifications section.

Clicking on this button where the Status of the Asset is at  will open the AM Classification Code Maintenance  form allowing you to view and amend the Classification of the Asset.  This is further detailed in the Amending Classifications section.

Clicking on this button when the Status of the Asset is at any other status will open the AM Classification Code Maintenance (Readonly) form where you can view the Classification of the Asset but can make no changes.  This form is further detailed in the Read Only Classifications section.

• : Clicking on this button will allow you to create a new Asset with the details of this Asset.  The AM Asset Copy form will open with these details:

Add a code for the new Asset in the Code field, amend the details in the fields as required and click on the  button to create the new Asset.

• : Clicking on this button will allow you to add a Note with regard to the Asset.  Where there is an existing Note the button will be displayed as .  Notes are further detailed in the Notes section.
• : Where this button is displayed clicking on it will open the AM Disposal form allowing you to create a Disposal transaction in order to dispose of the Asset.

Where a Disposal transaction has already been created for the Asset but has not yet been competed, i.e. the Status of the Asset is set at , the AM Disposal form will be loaded with this transaction.  The details of the transaction can be amended, if required, and/or completed.  This is further detailed in the Amending Disposal Transactions section.

Where a Disposal transaction has not yet been created, the AM Disposal form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Disposal Transactions section.

• : Where this button is displayed clicking on it will open the AM Revaluation form allowing you to revalue the Asset.

Where a Revaluation transaction has already been created for the Asset but has not yet been completed, i.e. the Status of the Asset is set at , the AM Revaluation form will be loaded with this transaction.  The details of the transaction can be amended, if required, and/or completed.  This is further detailed in the Amending Revaluation Transactions section.

Where a Revaluation transaction has not yet been created, the AM Revaluation form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Revaluation Transactions section.

• : Where this button is displayed clicking on it will open the AM Relife form allowing you to change the Estimated Life or Residual Value of the Asset Book on the Asset.

Where a Relife transaction has already been created for the Asset but has not yet been completed, i.e. the Status of the Asset is set at , the AM Relief form will be loaded with this transaction.  The details of the transaction can be amended, if required, and/or completed.  This is further detailed in the Amending Relife Transactions section.

Where a Relife transaction has not yet been created, the AM Relife form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Relife Transactions section.

• : Where this button is available clicking on it will open the AM Transfer form allowing you to transfer the Asset to a different Capital Cost Centre, change the Classification Code, the Asset Type of the Asset, as well as the Depreciation Method on the Main Asset Book in the Asset.

Where a Transfer transaction has already been created for the Asset but has not yet been completed, i.e. the Status of the Asset is set at , the AM Transfer form will be loaded with this transaction.  The details of the transaction can be amended, if required, and/or completed.  This is further detailed in the Amending Transfer Transactions section.

Where a Transfer transaction has not yet been created, the AM Transfer form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Transfer Transactions section.

• : Where this button is available clicking on it will open the AM Split form allowing you to split an Asset from the displayed Asset.

Where a Split transaction has already been created for the Asset but has not yet been completed, i.e. the Status of the Asset is set at , the AM Split form will be loaded with this transaction.  The details of the transaction can be amended, if required,  and/or completed.  This is further detailed in the Amending Split Transactions section.

Where a Split transaction has not yet been created, the AM Split form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Split Transactions section.

• : Where this button is available clicking on it will open the AM Depreciation form allowing you to depreciate the Asset.

Where a Depreciation transaction has already been created for the Asset but has not yet been completed, i.e. the Status of the Asset is set at , the AM Depreciate form will be loaded with this transaction.  The details of the transaction can be amended, if required, and/or completed.  This is further detailed in the Amending Depreciation Transactions section.

Where a Depreciation transaction has not yet been created, the AM Depreciation form will open allowing you to create and complete a new transaction.  This is further detailed in the Creating Depreciation Transactions section.

• : Where this button is available clicking on it open the AM Asset Transaction History  form allowing you to view the transaction history of the Asset.  This form is further detailed in the Transaction History section.
• : Clicking on this button will open the AM Asset Other Details screen and will display the full financial information from the Asset Book added to the Asset.  This form is further detailed in the Other Details section.

Please note: An Asset Book will need to be inserted into the Asset via the  button, as detailed below, before these details can be displayed on this form.

• : Where this button is available clicking on it will open the AM Find Changes to Asset screen, which will details the changes made to the Asset.  This form is further detailed in the View Changes section.

Please note: The only changes that can be viewed are those that have been done via the button when the Asset has a Status set to , which is further detailed above.

• : This button will only be displayed where the Asset is a Child of another Asset.  The Parent Asset will be displayed in the Parent field detailed above as well as in a field at the top-right of the form:

Clicking on this button will open the AM Asset's Parents form, allowing you to view the Asset's Parents.  This form is further detailed in the Assets Parents section.

• : This button will only be displayed where the Asset is a Parent of one or more Assets.  The number of Children that the Asset has will be displayed in a field at the top-right the form:

Please note: the number of Children in this field will not include any Child Assets that have been Disposed or have been Cancelled.

Clicking on this button will open the AM Asset's Children form, allowing you to view these Child Assets.  This form is further detailed in the Assets Children section.

• : This button will only be enabled where the status of the Asset is at  or .  When enabled click on this button to insert an Asset Book.  The AM Asset Maintenance (Insert Book) form will open allowing an Asset Book to be added.  This form is further detailed in the Insert Book section.

Please note: A Main Asset Book will be required to be added.  Further Asset Books can be added but only if this had been configured with agreement from your organisation.

Once an Asset Book has been inserted, it will be added to a Grid underneath the  button:

Further Asset Books can be inserted but only if FinancialsLIVE has been configured to allow more than one Asset Book to be inserted into an Asset.

Where an Asset Book has been inserted it can be amended or removed where the status of the Asset is either at  or .

It can be amended by clicking on the link on the Book column of the Grid:

The AM Asset Maintenance (Edit Book) form will be displayed, which is further detailed in the Amending Books section.

An Asset Book can be removed from the Asset by clicking on the Delete link on the relevant Line on the Asset Book Grid:

This will open the AM Asset Maintenance (Delete Books) screen:

The following buttons are available on this form :

• : Clicking on this button will close the screen and the Asset Book will not be removed from the Asset.  You will be returned to the initial AM Asset Maintenance form, allowing you to create a new Asset or search for an existing one.
• : Clicking on this button will close the screen and you will be returned to the AM Asset Maintenance form - the Asset Book will not be removed from the Asset.
• : Clicking on this button will remove the Asset Book from the Asset.