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This text refers to program version 2024-01-27  

Update Department on Asset

This page describes the 'Update Department on Asset' Maintenance function in the Assets module.

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If you are using the Rental module, it is likely that each Rental Item will have a corresponding record in the Asset register as Rental Items are Assets that should be depreciated. As the Asset record does not have a Location field, an option is to use the Department field on the 'Owner' card to keep track of where Assets/Rental Items are currently situated. This will allow accountants working with Assets to ascertain this information without needing to change to the Rental module and running reports there.

If you will use the Department field in this way, you should run the 'Update Department on Asset' Maintenance function regularly to keep the Department field in Asset records up-to-date. This function will updates the Department information in the Asset register so that it is the same as the Location information in the Rental Item register.

Department
Paste Special    Departments setting, Assets/Human Resources Management/System module
If you specify a Department here, Assets currently said to be located in that Department will be updated. If you leave this field empty, all Serial Numbered Assets with corresponding Rental Items will be updated.
When you press [Run], the function will search for Assets in the specified Department (i.e. those where the Department field on the 'Owner' card contains the Department that you specified) ) or for all Assets if you did not specify a Department. In both cases, Assets marked as Inactive and those without Serial Numbers will be excluded. For each Asset that it finds, it will then search in the Rental Item register for the corresponding Rental Item i.e. for the Rental Item in which the Serial Number and Inventory Number match those of the Asset.

The function will then check whether each Rental Item is in stock. If a Rental Item is in stock, its current Location will be written to the Department field in the corresponding Asset record. If a Rental Item is not in stock, the Original Location in the Rental Item record will be written to the Department field in the corresponding Asset record. The Original Location in the Rental Item record is the Location from where it was last rented out.

You can produce an Update Department on Asset report before using this function to preview the Assets whose Departments will be updated.

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