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Assets are items (computers, printers, etc.) owned or used by people, groups, or organizations. Assets are registered to a person, group, or organization or to any combination thereof, or they are in stock (not registered), or they are scrapped (disposed of). The actual relationship depends on how the asset was registered and how the asset information was entered into the database.
When a Product is received through the purchase order process it automatically becomes an Asset and is allocated to a User, Department, Company or Stock. The allocation of assets enables you to track inventory and utilize FTrack reports which provide a detailed breakdown of your IT expenditures so that you can analyze your main cost areas.
Requesters have the option of associating their assets (or workstations) with their service requests. This will enable support reps to view request histories of particular assets, and the help desk can run reports to identify the most troublesome assets in terms of cost, repair time, etc.
An asset can include sub-items called components. For example, a computer contains cards, disk drives, and other components. An asset that has components is called a system.
There are four ways that an Administrator can add Assets from the main menu:
| • | From the main menu: File>New>Asset |
| • | From the min menu: File>Open>Asset. FTrack will open the Asset management window. The use the push button {New} |
| • | From the Organizations window: Actions>Add Asset. FTrack will open the Asset creation wizard window for the selected organization |
| • | From the Persons window: Actions>Add Asset. FTrack will open the Asset creation wizard window for the selected person |
The Assets "Code" is the only required field.
There are two ways to View and Edit existing Assets:
| • | From the main menu: File>Open>Assets FTarck will open the Assets browse window so the user can filter records using the standard procedures or edit any record doing double click on it |
| • | From the left tree view option panel: Doing double click on any of the following icons: Assets( |
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| • | From the Organizations window: Doing double click on the assets displayed under tab {Assets}. |
| • | From the Persons window: Doing double click on the assets displayed under tab {Assets}. |
To Delete existing Assets, edit the one you want to remove and use top menu option: File>Delete. If the Asset has active relationships of any kind with other system objects (e.g.: Service Contracts has active products, etc…) FTrack will not let the user to remove it.
The next figure shows an example asset form:
The information managed by the asset form is the following:
| o | Code: The identification code for the asset generated by FTrack. |
| o | Product: Product or system base of the asset. |
| o | Serial Number: serial number or any other identification number for the product installed. |
| o | Cost center: The department or group that assumes the costs of the asset. To define cost centers, see Lookup tables section for more information. |
| o | Supplier: The supplier who delivered the product. |
| o | Status: The status of the asset. It can be one of the following: |
| o | Assigned to Organization: It is when the asset is assigned to an Organization. |
| o | Assigned to a Department: It is when the asset is assigned to a department of n Organization. |
| o | Assigned to a Person: It is when the asset is assigned to a person. It can be stand alone person or a person that belongs to an organization. |
| o | In stock: The asset is on a store waiting to be assigned. |
| o | Out of Service: The asset is not use full any more. |
| o | Store: The store name if the asset is on stock. |
| o | Organization: The organizations name if the asset is assigned to an Organization. |
| o | Department: The department name if the asset is assigned to a department. |
| o | Person: The persons name if the asset is assigned to a person. |
| o | Location: A brief description of the place where the asset is located. |
| o | Technical Information: If the asset is a hardware/software unit, the following information may be use full: |
| • | Maintenance: This tab stores information needed to maintain the asset: |
| o | Purchased: The date when the product was purchased. |
| o | Installed: The date when the asset was assigned to an owner. |
| o | Warranty expires: The end date for the warranty. |
| • | Note: A long description of the asset. |
| • | Service History: This tab records all the movements of the asset so FTrack users can have the complete history of the asset. |
| • | Service Contracts: This list displays the support contracts for this asset. Doing double click on any of them, the Service Contract form will be displayed. See Service Contracts for more information. |
| • | Service Requests: This tabs shows all the service requests generated for the asset. Doing double click on any of them, the Service Request form will be displayed. |
| • | Documents: List of documents of any kind related to the asset. Doing double click on any of them, the related document form will be displayed. |
| • | Phone calls: List of phone calls done or received related to the asset. Doing double click on any of them, the related phone call form will be displayed. |
The actions that can be performed from the asset form are:
| o | Supplier: FTrack will open the supplier details form for the supplier of the product. |
| o | Product: Ftrack will open the product details form for the product included in the asset. |
| o | Organization: FTrack will open the organization details form for the organization where the asset is assigned id case it is assigned to an Organization. |
| o | Person: FTrack will open the person details form for the person to whom the asset is assigned just in case the asset is assigned to a person. |
| o | Store: If the asset is assigned to a store, FTrack will open the associated Store Details form. |
| o | Move to Store: This option will assign the asset to a store. |
| o | Assign to an Organization: This option will assign the asset to an Organization |
| o | Assign to a Department: This option will assign the asset to a department of an Organization. |
| o | Assign to a Person: This option will assign the asset to a person. |
| o | Out of Service: This option makes the asset be out of service. It wont be able to be used any more. |
| o | Add Service Request: This option will generate a service request for the asset. See Service Requests for more information. |
| o | Add Service Contract: This option will generate a new service contract for the asset. See Service Contracts for more information. |
| o | Add Document: Ftrack will generate a new document and link it to the asset. |
| o | Add Phone Call: Ftrack will generate a new phone call and associate it to the asset. |
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