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en:low_value_asset [2022/04/07 14:47] triinp [7. User management] |
en:low_value_asset [2022/07/04 11:25] triinp [7.2 Detailed user management] |
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- | :!: POOLELI - kasutamiseks alates 21.04.2022 !!! | ||
======Low Value Assets====== | ======Low Value Assets====== | ||
+ | |||
+ | The Low Value Assets card is intended for managing low value assets. | ||
+ | |||
+ | The Low Value Assets card works with the following documents | ||
+ | * The Low Value Asset change | ||
+ | * The Asset write-off | ||
+ | * The Asset inventory | ||
+ | |||
+ | The Asset Card and the Low Value Asset Card can not be used at the same time, the data does not move correctly and Directo does not correct errors due to incorrect use. | ||
+ | |||
+ | |||
===== Settings ===== | ===== Settings ===== | ||
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====== Low value asset card ====== | ====== Low value asset card ====== | ||
- | {{:et:triinp20220317-140345.png}} | + | {{:et:triinp20220420-155202.png}} |
- | + | ||
=====1. Document buttons===== | =====1. Document buttons===== | ||
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* **Change LVA** - allows to make changes to the low value asset | * **Change LVA** - allows to make changes to the low value asset | ||
* **Write off** - allows assets to be written off | * **Write off** - allows assets to be written off | ||
- | * {{:et:triinp20220317-143257.png}} - allows to display various location additional information fields on the low value assets card | + | * {{:et:triinp20220317-143257.png}} - fine-tuning |
- | * Option Select the additional location information fields {{:et:triinp20220317-151300.png}} | + | {{:et:triinp20220512-163404.png}} |
- | * Display the required fields {{:et:triinp20220317-151324.png}} | + | * Option Select location additional info fields - allows to display various location additional information fields on the low value assets card. Display the required fields {{:et:triinp20220317-151324.png}} |
+ | * Option Select ID table client additional info fields - allows to display various client additional information fields on the low value assets card. Display the required fields {{:et:triinp20220512-163851.png}} | ||
* {{:et:triinp20220317-145247.png}} - allows to open the attachment view associated with the document | * {{:et:triinp20220317-145247.png}} - allows to open the attachment view associated with the document | ||
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* **Class**: asset class code - places the financial accounts and type related to the asset class, groups them in the low value asset reports. Selectable by double-clicking / right-clicking. Only classes with a low value asset type can be saved. | * **Class**: asset class code - places the financial accounts and type related to the asset class, groups them in the low value asset reports. Selectable by double-clicking / right-clicking. Only classes with a low value asset type can be saved. | ||
* **Class name**: asset class name | * **Class name**: asset class name | ||
+ | * **Type**: tangible asset TA/intangible asset ITA/low value asset LVA (depreciation is not calculated for low value assets) | ||
* **Leasing**: options NO, Capital lease, Operating lease - information field for the acquisition of a low value asset | * **Leasing**: options NO, Capital lease, Operating lease - information field for the acquisition of a low value asset | ||
* **Rental asset**: checkmark. Allows to select this low value asset for lease contract. Opens the Rental Info section on the Low Value Asset card. | * **Rental asset**: checkmark. Allows to select this low value asset for lease contract. Opens the Rental Info section on the Low Value Asset card. | ||
* **Master**: if the low value asset is a part of another low value asset, reports can be taken with the master asset. | * **Master**: if the low value asset is a part of another low value asset, reports can be taken with the master asset. | ||
* **Comment**: specifying field of the low value asset name | * **Comment**: specifying field of the low value asset name | ||
- | * **Type**: tangible asset/intangible asset/low value asset (depreciation is not calculated for low value assets) | ||
* **Bar code**: asset bar code | * **Bar code**: asset bar code | ||
* **Closed**: checkmark | * **Closed**: checkmark | ||
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==== 2.2.2. Purchase data ==== | ==== 2.2.2. Purchase data ==== | ||
+ | |||
+ | * **Quantity**: quantity can be bigger than 1. If low value asset is created from purchase invoice the quantity information is taken from the purchase invoice. | ||
+ | * **Q off**: low value asset written off quantity. Cannot be changed manually. | ||
+ | * **Q current**: low value asset current quantity. For example, if quantity was 5 pc-s and 1 pc was written off, then current quantity is 4 pc-s. Cannot be changed manually. | ||
* **Supplier**: supplier code on purchase invoice | * **Supplier**: supplier code on purchase invoice | ||
* **Supplier name**: supplier name on purchase invoice | * **Supplier name**: supplier name on purchase invoice | ||
* **Purchase invoice**: the purchase invoice number from which the low value asset card was created. | * **Purchase invoice**: the purchase invoice number from which the low value asset card was created. | ||
* **Purchased**: purchase invoice date | * **Purchased**: purchase invoice date | ||
+ | * **Item**: item code | ||
* **SN**: serial number - information field | * **SN**: serial number - information field | ||
* **Disposed**: date | * **Disposed**: date | ||
* **Warranty**: date | * **Warranty**: date | ||
- | * **Extended warranty**: date | + | * **Extended warranty**: date |
- | * **Quantity**: quantity can be bigger than 1. If low value asset is created from purchase invoice the quantity information is taken from the purchase invoice. | + | |
- | * **Item**: item code | + | |
* **Maintenance provider**: maintenance provider code | * **Maintenance provider**: maintenance provider code | ||
* **Maintenance provider name**: name of the maintenance provider | * **Maintenance provider name**: name of the maintenance provider | ||
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==== 2.5. Users ==== | ==== 2.5. Users ==== | ||
- | * **Type**: low value asset type in the Personnel module. Selection of the drop-down menu. Settings: [[et:yld_inventar#seadistamine_ja_kasutusvoimalused|Inventari ja personali vahendite seos]] **LINK TULEB ÄRA MUUTA** | + | * **Type**: low value asset type in the Personnel module. Selection of the drop-down menu. Settings: [[et:yld_inventar#seadistamine_ja_kasutusvoimalused|Vara ja personali vahendite seos]] |
* **LV ID**: a code is placed on each unit according to the quantity | * **LV ID**: a code is placed on each unit according to the quantity | ||
* **User**: option of the user tab, the code is placed | * **User**: option of the user tab, the code is placed | ||
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* **Object**: object or list of objects with commas | * **Object**: object or list of objects with commas | ||
* **Project**: option of the project tab | * **Project**: option of the project tab | ||
- | * **Write-off date**: date | + | * **Write-off date**: date, can be added only from the write-off document |
* **Location**: address ID | * **Location**: address ID | ||
| | ||
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* **Transaction**: transaction number | * **Transaction**: transaction number | ||
* **Document**: related document number | * **Document**: related document number | ||
+ | * **Comment**: related document comment field information | ||
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- | ===== 4. Asset card confirmation ===== | + | ===== 4. The asset card is editable ===== |
+ | |||
+ | System settings – ''Asset settings -> Asset card is editable'' – NO/YES. By default the setting is YES \\ | ||
+ | |||
+ | **YES** - all changes can be made directly on the asset card, but reports for an earlier period cannot be taken later - who was in charge etc. | ||
+ | \\ | ||
+ | **NO** - changes can only be made on the additional documents. Changes are saved and they can be reported in the past. Option **NO** allows to make changes in fixed assets and low value assets fields, which are not closed on asset card. | ||
+ | |||
+ | If System setting ''Asset card is editable -> NO'' the fields below on the asset card will be locked, after depreciation has been calculated for the first time or another document has been issued (Change, Inventory). | ||
+ | |||
+ | Following fields are locked on the **Fixed asset card**: | ||
+ | |||
+ | * Code | ||
+ | * Class | ||
+ | * Type | ||
+ | * Calculation method | ||
+ | * Fiscal data (all the fiscal data on asset card) | ||
+ | * Accounts (all the accounts on asset card) | ||
+ | * Department | ||
+ | * User | ||
+ | * In charge | ||
+ | * Object | ||
+ | * Customer | ||
+ | * Project | ||
+ | * Proportion | ||
+ | * Cost object | ||
+ | * Cost project | ||
+ | |||
+ | |||
+ | Following fields are locked on the **Low value asset card**: | ||
+ | |||
+ | * Code | ||
+ | * Type | ||
+ | * Value correction | ||
+ | * Purchase price total | ||
+ | * Start date | ||
+ | * Purchase price | ||
+ | * End date | ||
+ | * Purchased | ||
+ | * Quantity | ||
+ | * Location | ||
+ | * Department | ||
+ | * User | ||
+ | * In charge | ||
+ | * Object | ||
+ | * Customer | ||
+ | * Project | ||
+ | |||
+ | |||
+ | |||
+ | ===== 5. Low value asset card confirmation ===== | ||
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- | ===== 5. Low value asset quantity ===== | + | ===== 6. Low value asset quantity ===== |
If more than one similar low value assets are purchased at the same time, is possible to make a separate card for each low value assets or mark the purchased quantity to the quantity cell on one card. | If more than one similar low value assets are purchased at the same time, is possible to make a separate card for each low value assets or mark the purchased quantity to the quantity cell on one card. | ||
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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**. | 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**. | ||
- | {{:et:jane20220320-092000.png}} | + | {{:et:triinp20220413-151138.png}} |
Separate data can be added to each LV ID | Separate data can be added to each LV ID | ||
- | {{:et:jane20220320-092340.png}} | + | {{:et:triinp20220413-152116.png}} |
- | =====6. Address on fixed asset and low value asset card===== | + | ===== 7. Address on fixed asset and low value asset card ===== |
- | ====6.1. Setting the addresses==== | + | ==== 7.1. Setting the addresses ==== |
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- | ====6.2. Entering addresses location codes==== | + | ==== 7.2. Entering addresses location codes ==== |
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- | ====6.3. Use of address location codes==== | + | ==== 7.3. Use of address location codes ==== |
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- | ==== 6.4. Display location fields on the Fixed Asset and Low Value Asset card ==== | + | ==== 7.4. 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 - ''Asset location additional info fields''. | 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 - ''Asset location additional info fields''. | ||
- | ===== 7. User management ===== | + | ===== 8. 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 **: | 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 **: | ||
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:!: 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**. | :!: 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**. | ||
- | {{:et:jane20220403-102045.png}} | + | {{:et:triinp20220413-152447.png}} |
- | {{:et:triinp20220404-155914.png}} | + | ==== 8.1 Simple user management ==== |
- | + | ||
- | + | ||
- | ==== 7.1 Simple user management ==== | + | |
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- | ==== 7.2 Detailed user management ==== | + | ==== 8.2 Detailed user management ==== |
More detailed user management can be done using the ** Users ** tab of the assets and the **Assets** tab of Personnel Card.\\ | 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 ** Resources ** tab in Personnel card. | + | On Low Value Asset card ** Users ** tab can edit and add rows to the Personnel card tab ** Resources **. |
- | If the system setting ''The asset card is editable=NO'' is used, the user data can only be changed through an additional document [[en/capital_asset_change|Fixed Asset change ]] | + | If the system setting ''The asset card is editable=NO'' is used, the user data can only be changed through an additional document [[en/inventory_asset_change|Low Value Asset change ]] |
- | {{:et:jane20220401-112023.png}} | + | {{:et:triinp20220408-125357.png}} |
**Type**- asset type in Personnel module. Selection from the drop-down menu. Setup: [[et:yld_inventar#seadistamine_ja_kasutusvoimalused|Põhivara ja personali vahendite seos]];\\ | **Type**- asset type in Personnel module. Selection from the drop-down menu. Setup: [[et:yld_inventar#seadistamine_ja_kasutusvoimalused|Põhivara ja personali vahendite seos]];\\ | ||
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**Contract**- the document on the basis of which the low value asset was issued to the user. Text field. Not required;\\ | **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 on personnel card: | + | 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's personal card: |
- | {{:et:jane20220401-112153.png}} | + | {{:et:triinp20220408-125539.png}} |
=== 7.2.1 Setup and usage options === | === 7.2.1 Setup and usage options === | ||
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{{:et:triinp20220405-103429.png}} | {{:et:triinp20220405-103429.png}} | ||
- | 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 with the list of asset classes.\\ | + | 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. | :!: Rows without an asset type cannot be saved under personnel card assets. | ||
Read more in the Personnel Module Guide. | Read more in the Personnel Module Guide. | ||
For **Asset class** is selected to, which personnel module asset type the given class corresponds to: | For **Asset class** is selected to, which personnel module asset type the given class corresponds to: | ||
- | {{:et:jane20220214-141738.png}} | ||
- | :!: The fixed asset classes must be compiled in such detail, so that type comes correctly from class, if you want to use the fixed asset types on the personnel card. | + | {{:et:triinp20220408-132356.png}} |
+ | |||
+ | :!: 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 === | === Setting: Asset has one active in charge user === | ||
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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: | 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 "closed" and its end date is automatically set to one day less than the new user's start date: adding a new user to the table, the previous user's row is "closed" and its end date is automatically set to one day less than the new user's start date: | + | **Yes**- When a new user is added to the table, the previous user's row is "closed" and its end date is automatically set to one day less than the new user's start date: |
- | {{:et:jane20220401-114411.png}} | + | {{:et:triinp20220408-133042.png}} |
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. | 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. | Also the end date is removed from it. | ||
- | **No**- all lines are freely editable. Except for 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. | + | **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. |
- | {{:et:jane20220401-114102.png}} | + | {{:et:triinp20220408-140330.png}} |
\\ | \\ | ||
\\ | \\ | ||
\\ | \\ | ||
+ | === System setting: Asset and personnel relation === | ||
+ | |||
+ | Option **user** and **in charge** is intended for use, when the system setting ''Asset has one active in charge user=**Yes**'' is selected.\\ | ||
+ | |||
+ | |||
+ | Specifies which field (user or in charge) on the low value assets tab is updated automatically, when a new user is added to the users tab (the field is locked and cannot be changed manually). This means that the selected field (user or in charge) always has the currently active user or in charge user.\\ | ||
+ | |||
+ | |||
+ | Option ** No relation ** is intended for use, when the system setting ''Asset has one active in charge user=**No**'' is selected, then the fields User and In charge can be changed freely. | ||
+ | |||
+ | ==== 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. | ||
+ | |||
+ | {{:et:triinp20220408-141445.png}} | ||
+ | |||
+ | ===== 8. Asset actions ===== | ||
+ | |||
+ | [[en:inv_tegevus|]] codes are created to monitor different assets actions. \\ | ||
+ | For example, in the case of a purchase, the default code is "purchase", the code can be changed before the first depreciation calculation or follow-up documentation is made. \\ | ||
+ | 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, Asset write-off, Asset inventory. | ||
+ | |||
+ | |||
+ | ===== 9. Low Value Asset register ===== | ||
+ | |||
+ | [[et:t_list|]] allows to sort, filter low value asset cards, etc. | ||
+ | |||
+ | ==== 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**. | ||
+ | |||
+ | {{:et:triinp20220408-144207.png}} | ||
+ | |||
+ | * 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 ** | ||
+ | |||
+ | {{:et:triinp20220413-163218.png}} | ||
+ | |||
+ | :!: 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. | ||
+ | |||
+ | {{:et:triinp20220413-163507.png}} | ||
+ | |||
+ | ===== 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. | ||
+ | |||
+ | {{:et:triinp20220413-154827.png}} | ||
+ | |||
+ | The data is generated immediately to the ** ID ** tab | ||
+ | |||
+ | {{:et:triinp20220413-155411.png}} | ||
+ | |||
+ | Tab **Users** is empty | ||
+ | |||
+ | {{:et:triinp20220413-155656.png}} | ||
+ | |||
+ | ===11.1.2. Changing Users and Departments through a Low Value Asset Change Document === | ||
+ | |||
+ | {{:et:triinp20220413-160238.png}} | ||
+ | \\ | ||
+ | \\ | ||
+ | * If the Low Value Asset quantity is bigger than 1, the LVA ID must be selected manually | ||
+ | |||
+ | {{:et:triinp20220413-160557.png}} | ||
+ | \\ | ||
+ | * After selecting LVA ID, activate the fields you want to change | ||
+ | |||
+ | {{:et:triinp20220413-161030.png}} | ||
+ | |||
+ | * Fill in the fields and confirm the document | ||
+ | |||
+ | {{:et:triinp20220413-161816.png}} | ||
+ | |||
+ | * The confirmed document will have the field columns that were changed | ||
+ | |||
+ | {{:et:triinp20220413-162013.png}} | ||
+ | |||
+ | === 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. | ||
+ | |||
+ | {{:et:triinp20220413-162440.png}} | ||
+ | |||
+ | ID tab shows the last changes | ||
+ | |||
+ | {{:et:triinp20220413-162548.png}} | ||
+ | |||
+ | Activities tab shows the change information | ||
+ | |||
+ | {{:et:triinp20220413-162804.png}} | ||
+ |