Add an Asset Directly in Asset Management

You can add both new and historical assets directly in Asset Management.

1. Select Asset Management from the Purchasing & Payables / Capital Assets menu. The Asset Management window opens.

2. Click Add, and the Add Asset window opens.

3. Complete the fields as described. Only the Name field is required to save the record.

• Asset No.: If you have set up custom numbers, the next number in the sequence will be assigned when you save the record. If you enter a number, it must be unique.

• Name: Required.

• Category: Select from the drop-down list. Categories are defined in Capital Assets Configuration > Asset Categories.

• Subcategory: Select from the drop-down list. Subcategories are defined in Capital Assets Configuration > Asset Categories.

• Type: Select from capital or inventory.

• Depr Method: Select None for inventory items & capital items you aren't going to depreciate OR Straight Line for capital items you will depreciate. Click here for more information on depreciation.

• Site: Select from the list created in Capital Assets Configuration > Asset Sites. This field can be edited while the asset is in the New, Active, or Depreciated state.

• Building: Select from the list created in Capital Assets Configuration > Asset Sites. This field can be edited while the asset is in the New, Active, or Depreciated state.

• Room: Select from the list created in Capital Assets Configuration > Asset Sites. This field can be edited while the asset is in the New, Active, or Depreciated state.

• Condition: The default value is Good. Additional conditions are added in Capital Assets Configuration.

• This field can be edited while the asset is in the New, Active, or Depreciated state.

• Important: The condition can't be changed once an asset is Disposed. Ensure that this field displays the required condition prior to disposing an asset.

• Entered: Read only; displays the date the asset was entered in the system.

• In Service: Defaults to the current system date if you don't enter one. This field can be edited while the asset is in the New, Active, or Depreciated state.

• You can enter a future date on which the asset will begin to depreciate.

• For historical assets, enter the date when the asset actually came into service. For example, you purchased a bus in 1995, and you're now entering it in AptaFund. You'll enter the 1995 date.

• % Fed. Part: Enter the percentage of the asset that's covered by federal funds, if any. This field can be edited while the asset is in the New, Active, or Depreciated state.

• End.Acc.Depr: Read only. Displays the asset’s total ending accumulated depreciation. The figure represents the sum of all the individual accumulated depreciation values for all the asset items — except for assets in the New state — that comprise the asset.

• Cost: Read only. Displays the sum of Item Cost values for all asset items except for items in the New state.

• Insurance Value: Enter the asset's value for insurance purposes. This field can be edited while the asset is in the New, Active, or Depreciated state.

• Disposed Amt.: Read only. Displays the sum of Net Book values for all asset items that have the Disposed state.

• Net Book: Read only. Displays the sum of Net Book values for all asset items.

4. Click Save, and then add items to the asset
   or click Save and Add to add more assets. Then repeat step 3 until you've finished adding assets.

Continue with Add Items to an Asset

Return to Asset Management Overview