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Asset – Adding a new Asset etc in Spider

Rebecca Evans
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Important:  Before using Assets in Spider - please backup in back office files 131-141 

Overview of screens:  Adding a new Asset, adjusting or searching

Path:  Spider > Finance  > Asset Management > Asset Register

Searching an asset

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Use this section to set search filters to restrict the list of assets displayed (Click Search (6) to refresh asset list based on filters that have been set.

1. [Category] is the ledger code category. The asset categories that a user can access are controlled via Path:  Spider > Finance > Asset Register > Asset Category Security
2. [Type] select from drop down
3. [Department] select from drop down
4. [Room] select from the drop down
5. [Supplier] select from the drop down –  searches the creditors master file list
6. [Status] select from the drop down e.g. Disposed off
7. [+Add New Asset] to create a new asset
8. [Search] on any of the above fields
9.
Shows all assets unless using the [search] feature
10. [Icons] see table below or hover over to see description 

 

Icons:

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mceclip1.png Enter/Edit maintenance history
mceclip2.png Add a maintenance event
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Add/Edit Depreciation details. Note: here it allows you to opt to load as 'Do Not Depreciate' if you want listed for maintenance purposes only 
mceclip0.png Transfer an asset - this will move the asset to another account no. it will also take all depreciation etc with it 
mceclip2.png Dispose of Asset
mceclip4.png Add/Edit Miscellaneous asset detail
mceclip5.png Add/Edit asset Components
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Add/Edit asset Aditions
mceclip7.png Edit Asset Details
mceclip8.png Delete Asset

 

Adding a new Asset:

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Select [+Add new Asset (7)]

 

1. [Category] select from the drop down. Mandatory
2. [Type] select from the drop down, if required. Types are set in the Code table, Type "ASSETTYPE"
3. [Asset Name] type in the name of the asset to show on your reports etc
4. [Department] select from the drop down, if required. Departments are set in the Code table, Type "PAYDEPT" . Optional
5. [Supplier] select from the drop down, if required Suppliers are selected from the Creditor Master table. Optional
6. [Location] select from the drop down, if required. The drop down list is taken from the Room table. Optional
7. [Barcode] should populate or type your own number  Mandatory but will be auto populated. Must be unique.
8. [Brand/Model No.] type in details. Optional
9. [Serial Number] Serial numbers can be entered here where the asset is composed of a single item. Alternately each component may have its individual serial number recorded as the asset  components are added via mceclip5.pngOptional 
10. [Purchase date] Asset depreciation will commence from this date. Mandatory.
11. [Purchase price] Mandatory if zero then the item will not be depreciated
12. [Date warranty expires] Optional
13.

[Status] Identify appropriate status: when making up a new asset you would only settle one of the following:

[Currently in use] you are using the asset now

[Pending] is in your assets but currently not depreciating
14.

[Photo of asset]

This control enables an image to be associated with the asset. If operating on a device with a camera e.g. a mobile phone tapping on this field will activate the device's camera and the picture taken will be stored with the asset. If the device does not have an inbuilt camera then clicking on the image will launch a file upload window. In the latter select the appropriate image and upload. Optional
15.

[SAVE] Once details have been entered click on [Save] to commit the asset to the database. Click Exit to return without committing the changes.

 

To Update/Edit  an Asset:

Only existing assets can have their detail modified.
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 1.  [Search] for your asset by the above fields
 2.  Click [Search]
 3.  Select your asset to update /modify etc

 

 [SAVE] after your changes. 

Note:  As the asset is still Additions to change the amount you will have to go to the mceclip10.png Additions icon and change the amount in there.

 

 Adding a new Asset that is made up of components

mceclip5.png Add/Edit asset Components

Where an asset is made up of multiple components e.g. a computer comprises:

  • Monitor
  • CPU
  • Keyboard
  • Printer

then the primary asset can be a computer station and the asset components can be the four individual elements each with their own serial numbers. 

Where an asset is comprised of only itself e.g. a motor vehicle then the system will automatically create the single component of "Motor Vehicle" 

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1. [Edit]or [Delete] component
2. [Description] This pane is used to either add a new component or will be filled with the details of the component selected to edit. Add/Edit component details in the pane.
3. Add a [serial number] for the component if available. Serial numbers entered associated with individual components are searched in the outer Asset filter. This means that the asset search will look to the components as well as the outer asset when searching on a serial number.
4. [Save] to commit change or [Cancel] to abandon the change.

 

mceclip4.png Add/Edit Miscellaneous asset detail

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1. [Purchase invoice no.]  enter details
2. [Insurance details. Add/Edit Insurance Provider is sourced from the Creditor Master table
3. Free text comment
4. Save to commit change or clear to abandon the change.

 

mceclip6.png Asset Additions

When an asset is first created the initial asset will be automatically added as a single line addition. Subsequent additions to the master asset can be added at any time. Where additions are added and values are assigned subsequent depreciation runs will consider both the initial purchase price +/- and additions. Such additions will be depreciated from the date of addition.

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1. Edit or Delete addition
2. This pane is used to either add a new addition or will be filled with the details of the addition selected to edit. Add/Edit addition details in the pane.
3. Add a date and purchase price for the addition. These fields will determine subsequent depreciation values for this asset.
4. Newly entered additions will have their Purchase Price added to the maser asset as part of the next depreciation run. Once this has been done the addition will be flagged as Finalised.
5. Save to commit change or Cancel to abandon the change. Exit to close the panel

 

 

 

mceclip17.png Asset Maintenance

Enter Asset Maintenance Schedule

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1. Select Maintenance Type. The system enables different maintenance scheduling for Mechanical and Electrical maintenance
2.

Maintenance scheduling can be based on

  • Units e.g. km travelled or hours of operation or number of copies
  • Days eg every 6 months ie interval = 365/2 = 183
3.

Interval refers to number of km travelled or number of days

Current Unit enables the manual entry of the speedo reading at time of maintenance
4.

Measurement of when last maintenance was performed either (and) as 

  • Date of last maintenance
  • km reading at time of maintenance
5.

Measurement of when next maintenance is due either (and) as 

  • Date of last maintenance
  • km reading at time of maintenance

This cell will be automatically filled based on last maintenance and units until next maintenance.
6. Select a supplier from the creditor table
7. Indicate work that needs to be done at the next maintenance
8. Save to commit change or Exit without saving to abandon the change. Exit to close the panel

 

mceclip1.png Enter/Edit Maintenance History

This area enables maintenance to be logged and recorded to provide a full maintenance history on the asset.  

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1. Select to Edit/Delete a specific maintenance line item
2. Use this pane to Add/Edit maintenance work
3.

Maintenance Type

  • Electrical
  • Mechanical
4. Date, number of units (hours) and cost of work performed
5. Details of work performed
6. This control enables an image to be associated with the asset. If operating on a device with a camera e.g. a mobile phone tapping on this field will activate the device's camera and the picture taken will be stored with the asset. If the device does not have an inbuilt camera then clicking on the image will launch a file upload window. In the latter select the appropriate image and upload.
7.
Save to commit change or Cancel to abandon the change. Exit to close the panel
   

 

mceclip3.png Add/Edit Depreciation details

The control enables assets to be entered as deprecating assets or assets for maintenance purposes only.  

Note:  the Depreciation rate will be picked up from the Ledger set up for the asset grouping, unless you change the Depreciation Rate & Method for a particular asset.  

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1.

[Depreciation Method]

  • Straight line - Depreciation applied to purchase price
    • Depreciation will be the same each year
    •  

    • How this is Calculated for depreciation period

      a. Find the days between Last Depreciation date and the current date

      b. then divide by 365.25

      Calculate Value

      a. If Depn method is S then PURCH_PRICE else WRITTEN_DOWN + CUR_RE_EVAL

      3. DEPN = <value calculated from step 2> x DEPN_RATE x <period calculated from step 1> / 100

      e.g. Asset $5645 x 10% = 564.50/365.25 x 366 (leap year) = $565.66 depreciation

       

  • Diminishing value - Depreciation applied to written down value (purchase price less accumulated depreciation) 
    • Depreciation will diminish each year 
  • Full Depn Year 1 - The item will be fully depreciated in the first year - you can not enter a Depreciation Rate as it is:
    • Asset written off in the first year:
  • Do Not Depreciate -The item will be added to the register for maintenance purposes only
    • Asset should be expensed direct to your P&L.
2. [Last depreciation date] is automatically updated as part of the depreciation routine
3. [Depreciation YTD] Automatically maintained by the depreciation process. this value is cleared at at the start of each year.
4. [Depreciation Rate] Default value is sourced from the ledger category table but may be altered for individual assets
5. [Depreciation Total] for the life of the asset. Automatically maintained by the depreciation process. 
6. [Current re Valuation] used when you re value an asset - see manual 
7. [Save] to commit change or clear to abandon the change.

 

mceclip0.png  Transfer Asset  (to a new Ledger code)

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  1. [Item No.] shows item that you wish to transfer
  2. [To Account no] select from the drop down that asset account you wish to transfer the asset too
  3. [Transfer Date] select the date you wish to transfer
  4. [Save] or [Exit]

Example of a transfer:

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