CONCLUSIONES Y DISCUSIÓN

Asset Entry Fields

You can customize the list of fields that are entered for each type of asset entry. This gives you great flexibility in setting up entry templates that are different for each asset type, such as equipment, materials or expenses. In addition to which fields are shown, you can also specify the access level for individual fields. For instance, you can have some fields, such as price or cost fields, that are only editable by managers.

Note: You can add to the list of available entry fields by selecting the Custom Fields option from the More menu (see the Custom Fields for more information). Once you have added your custom fields you will need to go back to the Asset Entry Fields page to enabled them.

Asset entry fields have the following properties:

Property Description

Enabled If checked the field is enabled and can be shown or edited. Access The default access level or permission for this field: hidden,

read-only or editable.

Access Exceptions Access exceptions allow you to override the default access for specific employee permission levels. For instance, you may have cost fields hidden from all users by default, but allow managers and administrators to see and edit these fields.

Required If checked then a value for this field is required. Entries will not be able to be saved or submitted until a value is provided.

New Group If checked then this field denotes the start of a new group of fields. This is a cosmetic setting to help group related fields together: a dividing line will be inserted before this field to separate it from previous fields.

Detail If checked then this field will be considered a detail and not shown in lists of entries. Instead you will need to drill into the listed entry (or click the details button) to see the field. Check this setting for fields that are only infrequently entered and to prevent entry lists from becoming too wide.

Special Field Properties

Some fields have additional properties that can edited:

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Entry ID This field is an auto-generated sequential number. Each time an entry is created the value will be incremented. The default format is as follows:

{0000000000}

This results in a 10 digit number padded with leading zeros. For a number with no leading zeros the format is:

{0} -> 176268

You can prepend or append characters to the format, too, such as: EQ{00000000}

Note that the Entry ID field can be manually entered, too, by setting the field access to editable. To turn off the generation of the sequential number enter the following format:

{} Reordering Fields

You can specify the order in which the fields appear by clicking the Edit button on the Entry Fields page, then clicking and dragging each row to move it where you like.

Assets

Assets

Assets are the definitions or profiles of the materials, equipment, etc. you are tracking. Assets can be broadly divided into user-defined types, such as equipment, materials or expenses (see the Asset Types topic for more information). Assets can be further divided into user-defined classes, for example equipment assets may be classified by Truck, Auto, etc. (see the Asset Classes topic for more information).

Assets define what you keep track of, whereas Asset Entries are used to track the actual usage of these assets. For example, you may have a material asset named 'Gravel', and an asset entry that indicates how much gravel a crew used on a particular date. See the Asset Entries topic for more information.

Note: You can change the terminology 'Asset' to suit your organization's needs. The Terminology topic has more information.

Assets have the following properties:

Property Description

Name The asset name, up to 80 characters. A value is required and must be unique for all assets (regardless of the asset type).

Description A description for the asset, up to 255 characters.

ID The asset ID, up to 80 characters. This value is not required, but if a value is entered it must be unique for all assets (regardless of the asset type). This is c ommonly used for synchronizing with external systems, such as billing or accounting.

Status The asset status, either Active or Inactive. Setting the status to inactive will prevent the recording of any further asset entries for this asset. Note that you cannot delete assets that have asset entries associated with them, and in those cases you will instead make the asset inactive to prevent its further use.

Class The asset class (optional). Asset classes are configured on the Assets > Asset Class page (see the Asset Classes topic form more information).

Unit of Measure The unit of measure for this asset (optional). Units of measure are configured on the Assets > Units of Measure page (see the Units of Measure topic form more information).

Units Decimal Digits The number of decimal digits of precision for entries for this asset. It will default to the "Default Decimal Digits" property for the selected unit of measure, but you can override this.

Unit Cost The unit cost of this asset, per unit of measure. Cost is what you pay for this asset, as opposed to price, which is what you charge for this asset. Unit cost is used to compute the total cost of entries using this asset.

Note that you can optionally allow entries to override this unit cost if you allow the entry's Unit Price or Total Price fields to be editable (see the Asset Entry Fields topic for more information).

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Unit Price The unit price of this asset, per unit of measure. Price is what you charge for this asset, as opposed to cost, which is what you pay for this asset. Unit price is used to compute the total price of entries using this asset.

Unit price can be either a fixed value, or can be computed. The following options are available:

Fixed Price The unit price is a fixed value: it does not change based on the unit cost.

Markup The unit price is computed from the unit cost as a percent markup:

Unit Price = Unit Cost * (1 + Markup)

For example, if the markup is 50% and the unit cost is $10.00, then the unit price will be $15.00. Margin The unit price is computed from the unit cost to

give you a percent margin:

Unit Price = Unit Cost / (1 - Margin)

For example, if the margin is 50% and the unit cost is $10.00, then the unit price will be $20.00. As you can see from the equation, the margin can never be 100% or greater.

Note that you can optionally allow entries to override this unit price if you allow the entry's Unit Price or Total Price fields to be editable (see the Asset Entry Fields topic for more information).

Notes Notes about this asset, up to 2000 characters.