BAT Activity Asset Tracker Search Asset The asset item has many tabs and information on the asset             TrackIT / Fixed Asset Item Setup your TrackIT or Fixed Asset Item   Asset Actions Asset actions are logs against an asset to control various historical actions that an asset has gone through. One can create a single action log on an asset, this is done within the asset edit screen. It is found in the top right hand corner of the edit screen. There is no restriction currently on the number of times you can create an action against an asset. You can create multiple checkins on an asset. For bulk capturing of asset actions, this is done via the Webatar mobile app for asset actions       Creating an asset allows one to change three main sections of an asset 1. Issued To 2. Location  3. Condition    If any one of these three main sections is left blank, it will leave the asset in that state. Once the action has been processed, it creates a log against the asset with a date timestamp and user who logged it. View the history of a single asset, by going into the tab of that asset for action log. One can view all action logs, in the menu item called action logs which looks across all assets.       Webatar app screen for multiple Asset actions     Statistics Setup In order for the statistics to auto calculate the number of total assets and the asset utilisation percentage. This needs to be set up in the system configuration module. It gives the user the option to automatically specify specific assets that they want to count and mark as asset utilisation.   System Configuration Module> Administration> Defaults Click on the asset tab  And the various categories but you want to count his assets. In most cases, it would be the fixed asset and general category. Make sure that you save your settings before continuing. This will then ensure that your statistics calculations work.   Fixed Assets Item Setup Creating a Fixed Asset from the Inventory Module Inventory Module> Configuration> Item Setup The minimum data requirement for a Fixed Asset Inventory item in the Inventory Module is the item code for the fixed asset item, the description, and basic defaults.  Click Add Enter a code Enter the description of the asset item Select the Group code Select the Category Click the More Details Tab Select the Fixed Asset GL Account Asset Management Item Setup Default Setting for Fixed Assets Before creating a Fixed Asset for Asset Management it is necessary to populate the default values System Configuration> Administration> Defaults> Asset Tab Fixed Asset Minimum Balance For Transactions as determined by company policy should be 100 Additional Default Setting for Fixed Asset General Ledger Module> Configuration> General Ledger Accounts  Search the GL Accounts detail relating to the specific fixed asset GL Item . Creating a Fixed Asset Fixed Assets are created in two ways in the system. The first way would be via a GRV and the second way would be to create a new Fixed Asset directly in the Asset Management Module.  When creating a Fixed Asset via GRV the Fixed Asset should be part of the inventory system and the serial numbers can be tracked throughout the system. GRV Method When producing a GRV that will create a Fixed Asset the GRV line item must be a Fixed Asset inventory type and the inventory type must be ticked as a Serial Number Tracking. One other, requirement is Allow GRV item to Asset Tick box found on: System Configuration Module> Administration> Company Profile> Advanced Settings On the GRV line item once the inventory item has been selected and the quantity has been specified click on the create serials button and create the serial numbers as specified on the items being captured It is important to ensure that a Brought Into Use Date is created for each serial number created. These dates can be edited on the grid if required. Residual values for serial number can also be captured on the grid at this time. When GRV has processed the Residual value and Brought Into Use Date will be captured into the Fixed Asset along with all other default data discussed above.  Create Asset Directly in Asset Management Go to Asset Management Module> Activity> Asset Search Click on the Add button and capture the necessary details for an Asset. Please note the system will not allow the duplication of Asset Numbers Assets created directly will not be linked to any inventory item as a serialised item All fields with yellow or pink backgrounds are compulsory fields . Asset Management Module Access the Asset Management Module > Configuration The items below may require additional entries to satisfy your company requirements. Access the Asset Management Module -> Activity -> Asset Search You will notice that the Serial Numbers captured earlier in the GRV now appear in the Asset Tracker Search as individual Fixed Asset Items. When viewing the Asset Details by selecting and then clicking on the Edit button you will notice that most of the important data has been populated from the various default setups through the GRV processing. Important Tabs to View When Editing the Asset The tabs above display the general information about the asset and some of the fields are editable. The Asset Action Log is a grid displaying all actions that take place against the Asset The tabs above display the information for dealing with depreciation, selling and disposing assets The Fixed Asset Log is a grid displaying all the financial transactions that are created against the particular asset starting with GRV which was processed to created an Asset Fixed Asset Tab> Information Brought Into Use Date Is the day from which the first depreciation will be calculated Fixed Asset Type The type of depreciation to be applied to this asset (Straight line or Reducing line) Percentage Rate The percentage depreciation to be calculated at each period. This can be monthly or annually   Fixed Asset> Journals Transaction Type: Journal or GRV is still under development Activated Journal Schedule Ticked -  Will be selected in the Fixed Asset Depreciation Schedule which will run at a predetermined time as specified in the Fixed Asset Depreciation Setup. Unticked- Will be ignored by the fixed Asset Depreciation Schedule. Journal Process Automatic - The subsequently created depreciation journal will be automatically processed.  Manual - The subsequently created depreciation journal will remain in a preparation status to be in General Ledger Module> Activity> GL Journal and click on the search button Asset Account ect These are all pre-defined accounts required for the various transactions that will take place against this asset item.  e.g Depreciation, Selling, Disposing and ADHOC Journal Transactions. Fixed Asset Depreciation Setup Depreciation Transactions Depreciation transactions require the following setup: Financial Period Block Period Fixed Asset Schedule Setup Activate Fixed Asset Depreciation Schedule Block Period Fixed Asset System Configuration> Administration>Financial Periods Setup Select the year then click on the periods tab to display all the Financial Periods that have been set up for the selected year The Block Fixed Asset Column:  Select the period and then click the Block Period Fixed Asset. The system works as follows, when the Fixed Asset Depreciation Schedule runs the system will search for the first unblocked period the use the date for this period e.h 2022-12-01 to 2022-12-31 for the date range for calculating the depreciation amount for the Month/ Year for each fixed asset selected in the process.  In the case of the first depreciation transaction, the system will calculate the number of days from the Brought Into Use Date to the end of the Month/Year and calculate the depreciation accordingly. As soon as the system detects a difference Blocked Fixed Asset period e.g. the month the system will calculate depreciation for all the selected Fixed Assets for the next month.  In the event of bringing in a new asset with a backdated Brought Into Use Date it will be necessary to select the period corresponding to the date range of the period and then click Unblock period Fixed Asset. When the Fixed Asset Depreciation Schedule next runs the system will create the necessary depreciation transaction for the period for the Fixed Asset. It might be necessary to repeat this several times the backdated Brought Into Use Date was several periods before the last blocked period.  Remember to block all the periods again to get back to the original blocked fixed asset status in the Blocked Fixed Asset Column To aid in blocking previous year’s Fixed Asset Periods. Select the Year on the Year Tab then click on the Block Fixed Asset Year to block an entire year.   Activated Fixed Asset Depreciation Schedule System Configuration> Administration> Company Profile Select the company on the grid and click on the Edit button  Click on the Advanced settings and the Schedule setup button Select Fixed Asset Depreciation Schedule then click on the Edit Schedule button. This is a typical Schedule Task Setup. The task will run Once a Day at Midnight every day of the week.     Status Column Ensure on the selected scheduled task that the Status column is set to Currently Running If not click on the Start Schedule button The status should now read Currently Running. Recipients Column This column indicates the number of users that have been selected to receive the generated email report when the schedule has been run To add or remove Email recipients click on the Email icon in the Email List column. Run Now Column To run the Schedule manually select the Fixed Asset Depreciation Schedule entry and then click on the green arrow icon. And respond accordingly. Vehicle Register Vehicle Register This is a search option that searchers for assets that have been flagged as a vehicle     Asset Actions Asset actions Create various actions against the fixed asset item. This will change the status and state of the item. You can change this to various locations, conditions, assign to an employee with the return date All of these actions are logged in the Action Log You can use the Webatar mobile app or main system to log actions single or bulk asset actions     Fixed Asset Audit Fixed Asset Audit Create an audit on your fixed assets  The audits can be created by 1. Location  2. Assign To 3. Condition  4. Brand 5. Customer   Audits are divided into two types of audits  1. Standard audit  2. Blind audit       Standard audit Create a standard audit which will allow you to check assets within a location as an example. It will list the assets and flag them to indicate that they are audited    Blind audit Allows you to scan all the assets in the area without knowing what is actually in the area. One then will verify the blind audit, to what was in the area.   Incident Log Incident Log Log an incident in the system     Add a new incident   Fill in all the necessary information on the incident     User setup will show an incident has occurred on the user for a period of time   Asset Maintenance Schedule Maintenance Schedule Mobile Asset Audit Mobile Asset Audit WOF and Car Serivces Items Checking a Vehicle in and Out for a WOF or Service Use the Webatar app on any android mobile device to log Actions against a specific Asset (Car) Webatar App> Asset Tracker> Asset Action Select the Action you would like to log (eg: Book a vehicle in for a service or a WOF) Select your location Search for the asset using the Assets unique item code Then click sync to server Updating the WOF, REGO and Service Date Select the Action you would like to log (eg: Book a vehicle in/out for a service or a WOF) Select your location Search for the asset using the Assets unique item code Click on the blue icon Select the Yellow Icon with the Car Opens Action Options Add Measurements  Add Vehicle Service Details  Add Photos Add Notes Delete Action Update the Service, WOF and/or the REGO details by selecting today's date and then select how many months from today's date the WOF. Service or Rego will be due. This can be sent up to send out an email reminder to the customer reminding them of this. - Click "confirm" This will then create a Log for Action taken and will update the Due dates for the next WOF, Service or REGO. Asset Module> Activity> Asset Tracker Double click to open the asset up You can find a full log  Asset Module> Activity> Asset Tracker Asset - Asset Action Log Adding Automated Letter for WOF and Car Services Setup the various action Letter that can occur against an Asset Asset Module> Configuration> Email Letter Templates> Add This could be used for: When the Car is due for a Service or a WOF When the Car is booked in Sending a reminder for a WOF or Serice due soon When the car is booked in for the actual service When the service or WOF is complete, and the car is ready to be picked up etc... Add a code and Description for your letter Select the type of action  Adding Actions  Asset Module> Configuration> Asset Action  Click Add Complete the fields as required: Enable Emailing Code Use a unique code for each Letter Description The description will be used as the Subject Line for your email Action  Choose an action that describes what you will be doing (You can set up your Actions you want to have as options) State Choose the state that best describes this action (In / Out / Pending / Disposed) Action Icon Choose an Icon of your choice Sequence No. This is the sequence in your Action List Show Return date This can be left blank, but this can trigger a reminder to a customer that an asset is due back  Count Allow Next Action Next Action Active  Ticking this box will allow this action to be active, it can be deactivated by unticking this box Email Letter Tick the box if you would like to trigger a email letter  Email Letter Template Select the template for the email letter to be triggered  Default Location Choose your location