In this guide we show How to Use the Equipment Register.
Access: The minimum permissions required to Use the Equipment Register are found in the Finance Module section Config > Setup > Roles & Permissions.
Related Guides: How to Configure the Equipment Register
To begin, go to Modules > Finance > Finance Home Page > Asset Management > Equipment Register
Upon first use, and without any equipment having been added, the Equipment Register is blank.
Equipment can be added to the Equipment Register in two different ways:
- It can be added from invoices by clicking on the Create from Invoices button on the right of the screen
- It can be added manually by clicking on the New button at the top left of the screen
How to Use the Create from Invoices Button
Clicking on Create from Invoices brings up the Bulk Create Equipment Records pop-up. To find relevant invoices use the search criteria and Search button at the top of the pop-up.
Bulk actions at the bottom of the pop-up allow Accept All, Defer All, or Reject All. There is also the option to Process the selected invoices or to Cancel the the processing of the selected invoices.
The Import Status dropdown for each invoice gives the option to Accept, Defer or Reject the invoice.
The Category dropdown allows the selection of Category.
When the Import Status and, for accepted invoices, the Category has been selected, the Process button can be clicked.
A confirmation pop-up is displayed, which can be closed.
The equipment from the processed invoices is now shown in the Equipment Register section.
Further information can be added to an entry on the register by first either double-clicking on a line or selecting a line and then clicking Edit.
Further information can be added to Identification, Location and Holder, Support Contract, Disposal, and Insurance. Always click Save after adding or editing any information.
How to Use the New Button
Information about an item of equipment can be manually added to Identification, Location and Holder, Support Contract, Disposal, and Insurance. Always click Save after adding or editing any information.
How to Edit Information about an Item on the Register
An item can be selected either by double-clicking on it or by selecting it and then clicking Edit.
How to Delete and Item on the Register
An item can be Deleted by selecting it and then clicking Delete.
Confirmation of the Deletion is required.
How to Search for an Item of Equipment
The Filters on the left of the page can be used to Search for an Item of Equipment.
How to Use the Actions on the Right of the Page
Add Inspection allows for the recording of an Inspection made of an Item of Equipment.
Select the Item of Equipment by clicking on it, click Add Inspection, and complete the details of the Inspection. Then click Save & Close.
Add Stock Take allows for the recording of a Stock Take made for an Item of Equipment.
Select the Item of Equipment by clicking on it, click Add Stock Take, and complete the details of the Stock Take. Then click Save & Close.
Change Holder allows for the changing of a Holder assigned to an Item of Equipment.
Select the Item of Equipment by clicking on it, click Change Holder, and select the new Holder from the dropdown list. Then click Save.
Change Location allows for the changing of a Location assigned to an Item of Equipment.
Select the Item of Equipment by clicking on it, click Change Location, and select the new Location from the dropdown list. Then click Save.
Split Quantity allows for the changing of a Location assigned to an Item of Equipment.
After selecting the Item of Equipment by clicking on it, decide whether to Split into individual records or Split into 2 records.
Choosing Split into individual records creates a single record for each of the items.
Each Interactive Whiteboard now has its own record and specific Holder and Location information can be added to each one.
Choosing Split into 2 records creates one new record by splitting a number of items from the original record.
The split item(s) can now have their own record and specific Holder and Location information can be added to it.
How to Access Inspection and Stock Take Information
Once Inspections and Stock Takes have taken place, the records of them can be accessed by selecting the Item of Equipment and then clicking on Inspections or Stock Takes on the left of the page.
