Enter an Asset

REMEMBER: Are you in the correct database? Remember that you do not want to use PMXpert's Sample Database for your company. Please review Which Database to Use above.

Follow the steps below to enter a new asset. You can also enter an asset into PMXpert by using a template: see Asset Templates below.

1.	Click the Assets header button or select View \| Assets from the main menu.

2.	Click the green Add Asset button in the upper right corner of the screen.

3.	The Asset [New] window appears, displaying four tabs: General, Depreciation, Attachment and User Fields.

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1.	Enter a name for the Asset.

2.	The Status will initially be set as Active. You created Status Codes earlier in Chapter 2: Setting Up PMXpert, Step 8: Status Codes. If you want to select another status, click the Set Status button, select a status and click OK.

Not all status codes will be available at this point. Template status codes will not be available, and Removed status codes will only be available if you checked the "Include Removed Statuses When Setting the Asset Status" checkbox in your General System Settings; see Chapter 2: Setting Up PMXpert, Step 3: System Settings, General.

Also note that the status you choose may affect whether this asset's services will appear on the PM Schedule. When you created Status Codes, you could choose whether an asset of each status would "Show on PM Schedule". Review your Asset Status Code setup at Chapter 2: Setting Up PMXpert, Step 8: Status Codes, Create Status Codes. Remember that Removed-status assets will not appear on the PM Schedule.

3.	Enter a Description.

4.	Enter an Abbreviation for this asset.

5.	Select an appropriate Category from the drop-down list. You created these categories earlier in Chapter 2: Setting Up PMXpert, Step 4: Categories.

If applicable, choose the Supplier that supplies this asset. Click the ellipsis next to the Supplier field to open the Find window. Follow the instructions above in Chapter 1: Introduction, Common Functions: Find a Record to find the correct supplier. Remember, you entered these companies or people in your Address Book earlier, under Chapter 2: Setting Up PMXpert, Step 9: Address Book.

7.	If applicable, enter a Serial Number for the asset.

Select a Make and/or Model for this asset from the Make and Model drop-down lists. You set up makes and models earlier in your Lookup Tables. See Chapter 2: Setting Up PMXpert, Step 5: Lookup Tables, Make and Model. You can add new makes and models to the Lookup Tables on the fly by simply typing in the new make or model in this form.

Related To: Some assets are commonly used as subcomponents of other assets. For instance, a trailer is often used as a subcomponent of a truck. When you generate work orders for the main asset, PMXpert will automatically add the subcomponent. If this asset is a subcomponent of a main component, select the main component from the drop-down list. NOTE: When you enter the sub-component as an asset (e.g. trailer, engine, winch, etc.), you will select the main component from the drop-down list. However, when you enter the main component (e.g. the truck), you will not choose the subcomponent from the Related To list.

10.	Under Additional Information, you can enter the Location, Operator and Department. Remember that you entered these companies or people in your Address Book earlier, under Chapter 2: Setting Up PMXpert, Step 9: Address Book.

a.	If this asset is Related to another asset and you want to use the same Additional Information, select the Use Related Asset's Information. The related asset's information will default in.

b.	Select the Operator who usually operates this asset. Click the ellipsis next to the Operator field to open the Find window. Follow the instructions above in Chapter 1: Introduction, Common Functions: Find a Record to find the correct operator.

c.	Select the appropriate Department.

d.	Select the Location in which this asset is usually kept or worked on.

11.	Under Meter, you will enter the asset's meter information, if the asset has a meter. If this asset is Related to another asset, and you want to use the same meter information, select the Use Related Asset's Meter checkbox. The related asset's meter information will be entered into the fields

12.	If you do not use a related asset's information, from the Meter Type drop-down list, choose how you want to update the meter.

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i.	Hours per Day: Enter the number of hours in a day that this asset will run. This number is used in the Asset Downtime Hours report. See Chapter 10: Reports, Report Descriptions: Reports from the Reports Menu, Asset Reports below.

b.	New Meter or Increment: Use New Meter when the new number you enter for the meter replaces the existing number. Use Increment when the new number you enter for the meter adds to the existing meter (where the meter is reset to zero after each reading).

Meter Unit: Select the unit of measurement appropriate to the meter that records the amount of usage. You created these units earlier in Chapter 2: Setting Up PMXpert, Step 7: Units. Some services are scheduled according to a specific time cycle, e.g. every three or six months. PMXpert schedules this type of service automatically, regardless of the meter unit selected.

ii.	Current Meter: Using the meter unit you selected above, enter the current reading for this asset.

iii.	Meter Date: Enter the date of the most recent meter reading.

iv.	Adjustment: This field will automatically calculate to show how much the meter has been adjusted.

v.	Hours per Day: Enter the estimated number of hours the asset will be used per day. This will be the same as Meters per Day if the Meter Unit is hours.

vi.	Meters per Day: Using the meter unit you selected above, enter the estimated amount this asset will be used each day. PMXpert uses this and the following figure to calculate future service dates.

vii.	Days per Week: Enter the estimated number of days this asset is used per week. If you check any days for Working Days, this number will be automatically entered.

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Warning +/- Per Day: Enter the number of meter units that a meter can be off per day (based on the Meters per Day) before a warning is displayed that an invalid meter may have been entered. This warning may appear anywhere in PMXpert where a meter can be updated.

ix.	Meter Decimal Places: Enter the number of decimal places to which you want the meter rounded.

x.	Working Days: Check the boxes to indicate the days of the week on which this Asset will be available for work. This will be used to determine a more exact figure for Available Hours in the Asset Downtime reports. The number of days will automatically be updated in the Days per Week field.

13.	Under Warranty, enter the Purchase Date. Enter the terms of the warranty in Days. The Expiry Date will automatically calculate.

a.	If you selected New Meter or Increment for Meter Type above, there will be some additional fields:

Purchase Meter: Using the meter unit you selected above, indicate the reading for the asset when you purchased it. For instance, if it is a piece of machinery that you purchased new, and you selected HRS as the meter unit, enter 0. If it is a vehicle that you purchased with 50,000 miles on the odometer and you selected MLS as the meter unit, enter 50,000.

c.	Meter: Enter the terms of the warranty in the meter unit you selected above, e.g. 50,000 miles. PMXpert will automatically calculate the Expiry Meter.

Asset Depreciation is used to track the straight line depreciated value of an asset over time and is used in the two reports called Asset Value and Asset Depreciation. Note that only assets with the Use Depreciation checkbox selected will appear in the Asset Value and Asset Depreciation reports.

If you want to record depreciation for the asset, select the Use Depreciation checkbox.

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If you check the box, other fields will open below. Enter the information below. You will need to enter a Start Date, the value of the asset at that date (Start Value), an End Date and what the asset will be worth on that date (End Value). The Current Value field will display what this asset is worth as of today given the information entered in the previous fields.

To add an Attachment to this Asset, such as a document or image, click the New button next to the Main Attachment field. The Attachment [New] window opens.

Follow the instructions outlined earlier in Chapter 1: Introduction, Common Functions: Attachments.

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Back in the Attachment tab, choose the Main Attachment from the drop-down list. This will be the attachment that appears in the Assets screen (if your window is large enough). To prevent any attachments from appearing in the Assets screen, click the Clear button.

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You will be able to add more attachments to the asset later, if required. See Asset Attachments and Images below.

You may have defined user fields for each asset category earlier in Chapter 2: Setting Up PMXpert, Step 10: User Fields. If so, they will appear here.

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Fill in the user fields as you require.

4.	Click Save. PMXpert asks if you would like to add Services to this Asset. You may choose to add services immediately, or you may choose to continue adding assets and add services to each one later.

5.	To add services immediately, click Yes. The Asset Service Wizard appears. Refer to Assign Services to an Asset below to continue.

6.	To continue adding assets, click No. The information you entered above will be organized under the four tabs at the top of the Assets screen (General, Meter, Warranty and User Fields), which you can edit or view using the button directly to the right.

Help URL: http://www.pmxpert.com/Manual/HTML/index.html?enter_an_asset_chapter_3_assets.htm

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Enter an Asset