Enter maintenance details

Enter maintenance and servicing information for assets.

 

Fixed Assets allows you to store maintenance and lifetime information about assets. This allows you to manage maintenance-type information about any assets:

 

The Details and Service Tabs of the List Assets  window allows you to maintain this information for any asset.

 

Finding assets

 

The List Assets window opens with a searchable list of all your assets and a set of tabs used to access each page of details:

 

image\bm63.gif

 

To locate an asset, either scroll through the list or enter part of its code or description into the Search key field. The list will update itself with only those assets matching the search text as you type. If you select a group, branch or department in the Groupings fields the list will limit itself to assets that match the grouping you've selected.

 

To view an asset's maintenance details or history, click on the appropriate tab. Part of the list is displayed on each tab, so you can continue searching through the list while viewing details if necessary.

 

 

Details

 

The Details tab allows you to view and modify master details for the asset.

 

 image\bm64.gif

 

The Asset code, Description, Serial number and Notes fields display the asset's description fields from the List assets window. Note that only the serial number and notes fields can be modified in this window.

 

The rest of the asset fields allow you to enter general maintenance-related information:

 

Location

The asset's physical location.

Custodian

The staff member responsible for the asset.

Insured value

The value the asset is insured for.

Useful life

The asset's estimated useful life. Note that while this is related to depreciation rates, it is not directly used to calculate them.

 

Service

 

The Maintenance details fields hold information specific to the asset's maintenance:

maintenance.gif

 

Provider

The servicing provider.

Service notes

Any notes about the asset's servicing needs.

Last serviced

The asset's last service date. This is updated whenever an entry is made in the service history but can be manually entered at any time.

 

The Maintenance interval fields hold information used for assets that must be serviced regularly. If regular service is enabled for an asset, the Maintenance details and Maintenance history reports can be printed out as a service schedule.

 

Regular service required

Whether regular servicing is required for the asset.

Interval

The service interval. This is used with the Unit field to specify the frequency.

Unit

The service interval unit (day, week, month or year).

Next service due

The next servicing date. This is calculated from the Last serviced field and is updated whenever an entry is made in the service history.

 

Note that regular servicing information can be stored in the service history whether or not regular servicing is specified.

 

 

Service history

 

The Service history tab displays the asset's full service history.

 

image\bm65.gif

 

A service history record can be stored each time an asset is serviced. These are displayed in the service history list, showing the details for each servicing.

 

Date

The date the asset was serviced.

Reference

A reference code for the servicing, if appropriate. This would usually be the provider's order code.

Cost

The servicing cost.

Meter reading

The asset's meter reading, if appropriate.

Provider

The servicing engineer or contractor.

Notes

Any further notes about the servicing, such as repair notes or expected faults.

 

To add a new service record click the Add button. Fixed Assets will prompt for details before creating the record using the Service history details window. When you click OK the record will be created and will appear in the service history list.

 

bm66.gif

To modify a service record, select it on the list and click the Edit button. The Service history details window will appear with the servicing details. After making any changes, click OK to save the altered record.

 

image\bm1.gif  You can also edit a service record by double-clicking it in the list.

 

To remove a service record, select it on the list and click the Delete button.

 

 

Shortcut

CTRL+L

 

See also

List assets

Maintenance details report

Maintenance history report