Introduction to the Asset Status Register

You should use this register when you want to move an Asset to a different Department and when you want to change the Person responsible for an Asset. The original record in the Asset register will not be updated, so the entering of dated records in the Asset Status register means that a history of each Asset can be built up. You can see this history using the Asset History report and the 'Asset History' function on the Operations menu of the Asset screen.

You can also use this register when you need to carry out a stocktake of your Assets. It is recommended that you use the following procedure:

1. You should print a stock list of your Assets using the Stocktaking List - Assets report. This is effectively a print-out of the Asset Status record(s) containing the results of the previous stocktake and contains spaces where the actual stock figures can be written in. Assets that have never been included in a stocktake (i.e. in an Asset Status record of Type "Inventory") will also be listed in the report.
   

2. Once you have carried out the stocktake, you should enter the results to a new record in the Asset Status register whose Type is "Inventory". In many cases, you can accomplish this most easily by copying the record representing the previous stocktake.
   

3. Once you have approved the new Asset Status record, you can enter any discrepancies either to the Disposal or, more likely, to the Asset Status register, depending on the reason for the discrepancy. For example, if you found a particular Asset in a different Department to that in which it is recorded as being stored, you can move it using an Asset Status record whose Type is "Movement".

Entering an Asset Status record

To open the Asset Status register, ensure you are in the Assets module and select 'Asset Status' from the Registers menu or click the [Asset Status] button in the Master Control panel The 'Asset Status: Browse' window is opened, showing Asset Status records already entered. These are normally listed in transaction number order. The OK column contains a check mark for the records that have been approved.

To enter a new Asset Status record, click the [New] button in the Button Bar. Alternatively, if one already exists that is similar to the one you are about to enter, find it in the list, highlight it and click [Duplicate].

The 'Asset Status: New' window is opened, empty if you clicked [Duplicate] or containing a duplicate of the highlighted Asset Status record. In the case of the duplicate, the Date of the new Asset Status record will be the current date, not the Date from the original record.

Ser No.

Paste Special    Select from another Number Series

The number of the Asset Status record: Hansa will enter the next unused number from the first number sequence entered in the Number Series - Asset Status setting. You may change this number, but not to one that has already been used.

Date

Paste Special    Choose date

The Date that the change of status is to take effect or of the stocktake: Hansa enters the current date as a default.

Department, Movement

Paste Special    Departments setting, Assets module

If you want to move an Asset from one Department to another, enter the new Department here and choose the Movement option to the right. The Asset History of the Asset will be updated when you approve and save the Asset Status record.

If you choose the Movement option and leave the Department field blank, you will not be able to save the Asset Status record. This removes the risk of moving Assets out of their original Department, but not in to a new one.

Person, Responsible

Paste Special    Person register, System module

If you want to change the Person responsible for an Asset, enter the initials of the new Person here and choose the Responsible option to the right. The Asset History of the Asset will be updated when you approve and save the Asset Status record.

If you choose the Responsible option and leave the Person field blank, you will not be able to save the Asset Status record. This removes the risk of moving Assets out of the care of their original Person, but not in to that of a new one.

Note that you cannot choose both the Movement and the Responsible options at the same time. Therefore, you will need to enter two Asset Status records if you want to change both the Department and the Person of an Asset.

Inventory

Whenever you carry out a stocktake of your Assets, you should enter its results in a new record in the Asset Status register, in which this Inventory option is selected. It will probably be easy to copy the record representing the previous stocktake and then to check the quantities are correct. You can do this on screen or on paper having printed the Asset Status document. Assets that have been sold or written off since the last stocktake should be left out of the new record. This new record will provide the contents of the Stocktaking List - Assets report the next time you print it, and therefore of the next stocktake.

If the stocktake shows that an Asset has moved Department, or that the Person responsible for it has changed, you should include that Asset in the new Asset Status record recording the results of the stocktake (i.e. with the "Inventory" option selected) and in a separate Asset Status record with the "Movement" or "Responsible" option (as appropriate) chosen. The Department and Person fields have no power if the "Inventory" option is selected.

Use the grid area to record the Assets that are to be affected by the change represented by the Asset Status record. For example, if the Movement option has been selected and a New Department specified, all Assets listed in the grid area will be moved to that New Department. If the Type of the Asset Status is "Inventory", use the grid area to record the results of the stocktake (i.e. it should be a list of all your current Assets).

Inventory No.

Paste Special    Asset, Assets module

Enter the Inventory Number of the Asset whose Department or Person is to be changed.

Qty

If the Type of the Asset Status record is "Inventory", enter the Quantity of the Asset as recorded in the stocktake.

Description

The Asset Name is entered here automatically after you have entered the Inventory Number.

Comment

Record any comment about the inclusion of the Asset in the Asset Status record here, such as the reason for the change. If you want to record a comment about the Asset Status record as a whole, use the Comment field in the footer below.

Status

Paste Special    Choices of possible entries

Record here whether the Status of the Asset has changed to "Found" (the default), "Missing", "On loan", "Borrowed", "Laid off" or "On Repair". This will be most useful when the Type of the Asset Status record is "Inventory" as, in that case, the information will be shown in the Stocktaking List - Assets report.

Person

Paste Special    Person register, System module

If the reason for entering the Asset Status record is that the Asset has been lent to a member of staff, record that Person here, and the change the Status (immediately above) to "On Loan".

Footer

OK

Check this box to approve the Asset Status record. After approval, it may not be changed.

The changes you have entered will take effect and will be shown in the Asset History report.

References in these web pages to approved Asset Status records are to those whose OK check box is on.

Comment

Record any comment about the Asset Status record here, such as the reason for its entry. This comment is shown in the 'Asset Status: Browse' window.

Examples

This section contains two examples:

1. Changing the Department and Person responsible for an Asset; and
   

2. Stocktaking of Assets.

Examples - Changing Department and Person

In this example, an Asset is moved from one Department to another. When the Asset was purchased, it was registered in the "GEN" Department:

When the Asset is moved to the "SALES" Department, this is done using an Asset Status record. The new Department is specified, and the Type is set to "Movement". There is no need to specify the old Department:

Once this Asset Status is approved and saved, the change will be shown in the Asset History report:

If the Person responsible for the Asset changes at the same time, this must be registered in a second Asset Status record. This time the Type is "Responsible", and the new Person is specified in the Person field. Again, there is no need to specify the old Person:

Once again, the change is shown in the Asset History report:

Examples - Stocktaking

You can use the Stocktaking List - Assets report as the basis for a stock count of your Assets. When the report is produced for the first time, it will look something like this:

This is a report that you can use as a basis for the stocktaking of Assets. It provides one row per Item, showing the number recorded as being in stock and a space where the actual number can be written in. This information is taken from the Asset register and from records in the Asset Status register whose Type is "Inventory".

The report contains a "Status" column. In the case of Assets that have never been included in an Asset Status record whose Type is "Inventory", this will show "Not Recorded". At the moment in the example, this is case for most Assets because there are no Asset Status records. The two Assets shown as "Disposed" have already been written off or sold through the Disposal register. There is an option to exclude disposed Assets from the report altogether.

When the stock count is carried out, record the results in an Asset Status record of Type "Inventory":

When the time comes to carry out a second stock count, print the Stocktaking List - Assets report again. Enter the date of the last stocktake in the specification window:

The report looks like this:

The Status column now takes its cue from the Status field in the grid of the Asset Status record. One Asset is still marked as "Not Recorded": this was purchased after the last stock count.

You can now carry out the second stocktake and enter the results in a new record in the Asset Status register, of the Type "Inventory". It will probably be easy to copy the record representing the previous stocktake and check the quantities are correct.

If there is a discrepancy between the report and the actual stock, you can record this either in the Disposal or, more likely, in the Asset Status register (with a change in Status), depending on the reason for the discrepancy.