Asset Maintenance Prompts

Asset ID

To create a new asset, enter the Asset ID and press [Enter] or click Retrieve .

Or, to look for an asset, click Search .

Description

Enter a description of the asset.

Category

Enter a category for the asset, if applicable.

Type

To specify the type of asset, click a choice in the drop-down list.

Tip:  To add a new type of asset, click Edit .  After the type is created, it will be added to the list for future use.

Manufacturer

Select the manufacturer name from the drop-down list.

Tip:  To add the manufacturer for the asset, click Edit .  After the manufacturer is created, it will be added to the list for future use.

Model

Enter a model for the asset.

Installed Date

Enter the date the asset was installed.  The installed date is used when calculating the remaining useful life of the asset.  

Note:  If there is a lifespan date that will be used for calculating the remaining life.

Lifespan Date

Enter a lifespan date to use when calculating the remaining useful life of an asset.  Often a useful life date will be entered if an asset is refurbished.  The Lifespan date will override the Installed date.  For example, an asset is installed in 1990 and has an expected useful life of 20 years.  The asset is refurbished in 2000, giving it a new useful life of 30 years.  The installed date remains, but by entering a lifespan date the useful life can be calculated from the refurbishment date of 2000.

Lifespan

Enter the estimated useful life of the asset in years and months.  This field works with the Installed and Lifespan Date fields to determine the remaining life of the asset in the Asset Management search results.

Remaining Life

Displays the calculated years and months remaining of the asset's useful life.  The remaining life is based installed date or lifespan date as compared to today's date.

Site ID

If the asset is associated with a site (non-billable location), enter the site ID.  In order for work orders to be created for assets, the asset must be associated with a site or a customer account.

Note:  If the site has a location associated with it, the location ID will display.

• To look for a site, click Search .

• To create a new site, click Add .  The Site Maintenance window opens for entering the new information.

• To edit the site information, click Edit .  The Site Maintenance window opens.

Customer ID

If the asset is associated with a customer account, enter the ID or click Search to look for it.  

Line Item

If the asset is part of the infrastructure that makes up the line map for your utility, enter the line item ID.  

Or, to look for the associated line item, click Search .

Coordinates

Enter GPS coordinates for the location of the asset.  If mobile work orders are being used, the GPS coordinates of the mobile device can be added or updated by clicking the button on the mobile work orders.

Current Value

Enter the current value of the asset.

Tip:  If the current value is changed, when you save the changes you will be prompted to enter a reason for the value change.

To view the history of the asset value, click History .  A history pop-up will display.

Attachments

Supporting documentation for each asset such as images, documents, spreadsheets and PDFs can be maintained and viewed here.  You can assign multiple attachments to each asset and most common types of files are supported.  The number on the attachment tab indicates the number of attachments for the asset.  

Click Add Attachment to add an attachment for the asset.

To view the attachment, click View on the desired line.  The attachment opens within the program that is based on the type of file it is.

To save the attachment to a new location, click Save .  The save as window opens where you can assign a new location.

To remove an attachment from the account, click Delete  on the appropriate line.  The following prompt displays.  Click Yes to delete it or click No to keep the attachment.

Asset User Defined Fields

In this area you can view and maintain asset information that is specific to your organization.  User definable fields can be both text fields and fields that contain numbers.  These fields can be included in the Asset Management view.  Because these fields are custom to your organization, the fields in the documentation may not match the fields on your screen.  Alpha user definable fields will have drop-down lists from which you can choose an entry or you can enter an entry that is not listed.  Adding an entry will make it available for the next time.

Note:  If this area is blank, user definable fields have not been added.  For directions on adding user definable fields, see Asset User Definable Fields Maintenance.

Asset Notes

Use the notes section to add extended notes about the asset.  These notes can display in the Asset Management view as well as on associated work orders.

Notes Tools

The following tools are available:

• Enter / Edit Notes - Click in the notes area and begin typing.  When finished, save your work.

• Large Editor - To expand the notes window for easier viewing click Large Editor.  The notes area becomes an enlarged window.

• Copy to Clipboard - Copy a block of text to another location by highlighting the desired text and then clicking Copy to Clipboard.

• Paste from Clipboard - Paste a block of text from another source to the notes by clicking Paste from Clipboard.

• Refresh - Re-displays the notes from the last time they were saved and clears all changes made since last save.

• Clear - Removes all notes currently displayed.  After clicking clear, the following prompt displays:
  
  

To print the asset information, click Print.

Note:  The format for the asset printing is similar to the screen display and is generally setup during the installation.  If formatting changes are needed, please contact NDS Support at 800-649-7754.

To complete your work, click Save .

Note:  If the current value of the asset is changed, the following audit prompt displays for entering a reason for the change.

 CAUTION

To avoid losing data, you must save new or changed records.