en:low_value_asset
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en:low_value_asset [2022/04/07 13:38] – [3.2. Creating a low value asset card from the purchase expense document] triinp | en:low_value_asset [2022/04/08 16:38] – [10.1. How do I get rid of a draft?] triinp | ||
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==== 3.4. Creating a low value asset card from register==== | ==== 3.4. Creating a low value asset card from register==== | ||
- | The Low Value Assets | + | The Low Value Asset card can be created from the Low Value Asset register or from the Low Value Asset card. |
'' | '' | ||
- | There is no pre-filled data on the manually created low value assets card. | + | There is no pre-filled data on the manually created |
+ | |||
+ | |||
+ | ==== 3.5. Creating a low value asset card from bulk import module ==== | ||
+ | |||
+ | For large data amounts, it is convenient to use the bulk import module. Provides the ability to import a pre-formatted Excel spreadsheet with low value asset cards information into Directo and as a result, a corresponding number of low value asset cards are created in Directo. Large data updates are also possible through the same module. | ||
+ | |||
+ | Importing large data amounts, it is important to know that the type of asset must be given as a number in the prepared data table: | ||
+ | |||
+ | 0 - low value asset | ||
+ | 1 - tangible asset | ||
+ | 2 - intangible asset | ||
+ | 3 - written-off asset | ||
+ | |||
+ | |||
+ | ===== 4. Low value asset card confirmation ===== | ||
+ | |||
+ | |||
+ | The low value asset card is not confirmed.\\ | ||
+ | '' | ||
+ | |||
+ | |||
+ | ===== 5. Low value asset quantity ===== | ||
+ | |||
+ | If more than one similar | ||
+ | |||
+ | There is a field to track the data for each individual piece **LV ID** and the data is shown on low value asset card tab **id**. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | |||
+ | Separate data can be added to each LV ID | ||
+ | |||
+ | {{: | ||
+ | |||
+ | |||
+ | =====6. Address on fixed asset and low value asset card===== | ||
+ | |||
+ | ====6.1. Setting the addresses==== | ||
+ | |||
+ | |||
+ | Addresses can be configured '' | ||
+ | Every address can have its own code. The address code ** location ** is placed on the fixed assets and small assets card. Enter the accuracy of the locations as needed. | ||
+ | Use additional fields for location codes as desired. | ||
+ | |||
+ | **Examples** : Company has departments in Tallinn, Tartu, | ||
+ | |||
+ | * Location codes by city - TALLINN, TARTU, | ||
+ | * Location codes by address - MOISA_4 | ||
+ | * Location codes by floor - MOISA_4_7k, MOISA_4_9k | ||
+ | * Location codes by rooms (room numbers or names) - 01_ROOM, 02_ROOM | ||
+ | |||
+ | |||
+ | ====6.2. Entering addresses location codes==== | ||
+ | |||
+ | |||
+ | Address settings '' | ||
+ | Add location addresses on departments card at the bottom of the page. Enter asset location addresses to address rows. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | * **Code**: location code, can be entered manually | ||
+ | * **Street**: text field | ||
+ | * **House**: text field | ||
+ | * **Apartment**: | ||
+ | * **Place name**: text field | ||
+ | * **Zip**: text field | ||
+ | * **City/ | ||
+ | * **County**: text field | ||
+ | * Entering the location code for the first time, fill in all the address fields | ||
+ | * The same location code can be entered under the next department. In this case, enter the location code and the address fields will be filled automatically. | ||
+ | |||
+ | |||
+ | ====6.3. Use of address location codes==== | ||
+ | |||
+ | |||
+ | If departments are not in use, create a GENERAL department under which to enter all the desired location codes | ||
+ | |||
+ | * If a department is marked on the Fixed Asset and Low Value Asset card, you can select the locations marked under that department | ||
+ | * If a department is not marked on the Fixed Asset and Low Value Asset card, you can select all the locations | ||
+ | * Locations cannot be associated with objects or projects | ||
+ | |||
+ | |||
+ | ==== 6.4. Display location fields on the Fixed Asset and Low Value Asset card ==== | ||
+ | |||
+ | The location code is in the data group ** LOCATION ** on the fixed asset card. More fields of the location code can be displayed under the Fixed Asset card fine-tuning - '' | ||
+ | |||
+ | |||
+ | ===== 7. User management ===== | ||
+ | |||
+ | Low value assets can be linked to users with purpose to have an overview who owns or is responsible for the asset. Users are managed using the fields ** User ** and ** In charge ** on the asset main page or in the tab** Users **: | ||
+ | |||
+ | :!: If the quantity of low value assets is bigger than 1 and different users have the low value assets, the users can be marked in tab **ID** and in tab **Users**. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | |||
+ | ==== 7.1 Simple user management ==== | ||
+ | |||
+ | |||
+ | Simple user management can be organized using the ** User ** and ** In charge ** fields. | ||
+ | Persons from the Directo personnel register can be placed in these fields, who then will use or be in charge for the asset. | ||
+ | |||
+ | :!: You can change the person codes on the low value asset card with simple user management, but the data history will not remain and the reports will not be viewable. | ||
+ | |||
+ | |||
+ | ==== 7.2 Detailed user management ==== | ||
+ | |||
+ | |||
+ | More detailed user management can be done using the ** Users ** tab of the assets and the **Assets** tab of Personnel Card.\\ | ||
+ | |||
+ | On Low Value Asset card ** Users ** tab can edit and add rows to the Personnel card tab ** Resources **. | ||
+ | |||
+ | If the system setting '' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | **Type**- asset type in Personnel module. Selection from the drop-down menu. Setup: [[et: | ||
+ | **User**- selection from users tab. Code is placed;\\ | ||
+ | **User name**- user name is displayed (after saving), cannot be changed; | ||
+ | **Start date**- date of issue the low value asset to the user;\\ | ||
+ | **End date**- asset return date or termination of liability; | ||
+ | **Comment**- explanatory text. Not required; | ||
+ | **Close out**- selection from users tab. Code is placed;\\ | ||
+ | **Close out name**- name is displayed (after saving), cannot be changed\\ | ||
+ | **Contract**- the document on the basis of which the low value asset was issued to the user. Text field. Not required; | ||
+ | |||
+ | If user is added to the low value asset card through Users tab, then it is immediately in the Assets tab of the corresponding person' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | === 7.2.1 Setup and usage options === | ||
+ | |||
+ | === Relation between assets and personnel assets === | ||
+ | |||
+ | It is necessary to set the assets **Types**, in order to save assets lines to personnel card tab **Assets**. A list of asset types is created '' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | This table creates a list of asset groups as we want to systematize them in the Personnel module. This list does not have to directly match to the asset class list.\\ | ||
+ | :!: Rows without an asset type cannot be saved under personnel card assets. | ||
+ | Read more in the Personnel Module Guide. | ||
+ | |||
+ | For **Asset class** | ||
+ | |||
+ | {{: | ||
+ | |||
+ | :!: The low value asset classes must be compiled in such detail, so that type comes correctly from class, if you want to use the low value asset types on the personnel card. | ||
+ | |||
+ | === Setting: Asset has one active in charge user === | ||
+ | '' | ||
+ | specifies whether there can be multiple end-dated rows in the Users tab at one time or not. In other words, can there be multiple users at the same time. Setting options: yes, no: | ||
+ | |||
+ | **Yes**- When a new user is added to the table, the previous user's row is " | ||
+ | |||
+ | {{: | ||
+ | |||
+ | Only the last line can be edited and deleted (previous users lines are locked). If you delete the last line, the previous one becomes the active line and can be changed. | ||
+ | Also the end date is removed from it. | ||
+ | |||
+ | **No**- all lines are freely editable. Except required fields that must be filled (Type, User, Start date). This means that the asset has multiple concurrent users and the asset is on a several personnel card. | ||
+ | |||
+ | {{: | ||
+ | \\ | ||
+ | \\ | ||
+ | \\ | ||
+ | === System setting: Asset and personnel relation === | ||
+ | |||
+ | Option **user** and **in charge** is intended for use, when the system setting '' | ||
+ | |||
+ | |||
+ | Specifies which field (user or in charge) on the low value assets tab is updated automatically, | ||
+ | |||
+ | |||
+ | Option ** No relation ** is intended for use, when the system setting '' | ||
+ | |||
+ | ==== 7.3. Reports ==== | ||
+ | ON TÄIENDAMISEL !!\\ | ||
+ | |||
+ | |||
+ | The reports ** Asset list ** and ** Asset history ** can be taken by a valid user or in charge user. It means the reports take into account the user / in charge user that are on the asset main page. | ||
+ | |||
+ | |||
+ | Therefore, it is reasonable to turn on the system settings ** Asset and Personnel Relation ** so that the Users tab active user is also a valid user or a in charge user on the main page. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | ===== 8. Asset actions ===== | ||
+ | |||
+ | [[en: | ||
+ | For example, in the case of a purchase, the default code is " | ||
+ | Actions can be used in reports. | ||
+ | Some activities appear on the asset card only through additional documents - Fixed Asset change, Low value Asset change, Fixed Asset recalculation, | ||
+ | |||
+ | |||
+ | ===== 9. Low Value Asset register ===== | ||
+ | |||
+ | | ||
+ | |||
+ | ==== Buttons==== | ||
+ | ***Add new** - opens new empty low value asset card. | ||
+ | ***Browse** - entering the low value asset code in the Open code box, opens the low value asset card. | ||
+ | ***Open code** - when filling in the column filters, can click the View button to filter the selection. | ||
+ | |||
+ | |||
+ | ===== 10. Frequently Asked Questions ===== | ||
+ | |||
+ | ====10.1. How do I get rid of a draft? | ||
+ | |||
+ | * If a draft is left from document, cannot be saved and reports an error, then the error message can be removed by closing the asset card, reopening it and pressing **Discard**. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | * In the Fixed Assets and Low Value Assets browser can display column **Draft** with button **Choose Columns** and filter the assets by draft. | ||
+ | * If there is a draft from document that you do not want to save, press ** Discard ** | ||
+ | |||
+ | {{: | ||
+ | |||
+ | :!: All the changes, that have not been saved, will be deleted by pressing **Discard**. | ||
+ | |||
+ | |||
+ | ====10.2. Why can't the draft be saved? | ||
+ | |||
+ | * If the document does not have an active save button, may some fields contain code, that does not exist in Directo. | ||
+ | * If an error message is displayed when filling in the document, the document with such errors cannot be saved until the errors have been corrected. | ||
+ | {{: | ||
+ | |||
+ | |||
+ | ===== 11. Examples ===== | ||
+ | |||
+ | ==== 11.1. Low value asset with quantity of 3 ==== | ||
+ | |||
+ | ===11.1.1. Creating the low value asset card=== | ||
+ | |||
+ | A low value asset purchased with a purchase invoice, a user and an item filled in on a purchase invoice. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | The data is generated immediately in the ** ID ** tab | ||
+ | {{: | ||
+ | |||
+ | Tab **Users** is empty | ||
+ | {{: | ||
+ | |||
+ | |||
+ | ===11.1.2. Changing Users and Departments through a Low Value Asset Change Document === | ||
+ | |||
+ | {{: | ||
+ | \\ | ||
+ | \\ | ||
+ | * If the Low Value Asset quantity is bigger than 1, the LVA ID must be selected manually | ||
+ | {{: | ||
+ | \\ | ||
+ | * After selecting LVA ID, activate the fields you want to change | ||
+ | {{: | ||
+ | |||
+ | * Fill in the fields and confirm the document | ||
+ | {{: | ||
+ | |||
+ | * The confirmed document will have the field columns that were changed | ||
+ | {{: | ||
+ | |||
+ | |||
+ | === 11.1.3.The low value asset card change === | ||
+ | |||
+ | The Users tab shows the changes made by date | ||
+ | Changes are visible when the user is changed | ||
+ | |||
+ | {{: | ||
+ | |||
+ | |||
+ | ID tab shows the last changes | ||
+ | {{: | ||
+ | |||
+ | Activities tab shows the change information | ||
+ | {{: | ||
en/low_value_asset.txt · Last modified: 2022/12/20 10:28 by triinp