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AssetMAXX Users Manual

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1. A Importing Data Assetmaxx will allow the import of inventory data from another application if itis in a standard comma delimited format Refer to Appendix D for specific restrictions regarding each import field To import a file into Assetmaxx 1 The imported inventory file MUST contain these four fields Class Code Asset Number Acquisition Date and Total Cost Save the file as a comma delimited text file or comma delimited csv file 3 Load the file onto your computer noting the path and filename 4 In Assetmaxx select the Data Feeds tab under the blue banner 5 Under the heading Import select the appropriate file type txt or csv 6 Type in the name of the path and filename of the file or click on the Browse button and locate the file in the window Select Open in the browse window 7 The file path and name will appear in the box on the screen Click on Upload at the bottom of the screen 8 The Mapping Data Feeds screen will appear menor ok rira cr Fis pares oud os 3 Rusie 2d Fis 1 J em Please select a ik to upkat Upload Page 49 Last Revised 2 27 2009 AssetVWORKS Assetmaxx Users M anual APPRAJSA Mapping Dait Feeds create mpi relybonshps palet a hide decent and 4 database dament ore Hre DOA rake a mapping ral rahipa Ala by prem Geet fle Prans docect on completen Accept Delete Reset Save File Get File Delete File 9 Select the first file element in the import file
2. Dolphin handheld scanner l 2 gt 5 6 Select the Physical Inventory tab under the blue banner Select Physical Inventory Export zip from the list The Asset Selector Basic Search screen will appear For a partial reinventory enter criteria to filter the assets to be exported See Appendix B for help on using the search screens If you are conducting a full reinventory leave this screen blank Click on Submit at the bottom of the screen Physical Inventory Export Export success Click bers te domnlcad COSA 22 f9 on Click here to return ta the Data Feeds menu Assetmaxx will create a zipped file of the assets for reinventory Click on the blue link to download the file In the Download File box select Save to save the file Page 55 Last Revised 2 27 2009 Assetmaxx Users M anual AssetWoR KS Logout Admin Asset Dota Feeds Physical Inventory Reports Physical Inventory Expert Expart Successhal 2151 xl ei oi Ale pare bacam a reno pIE tal La Saree oe hpa hae ip Fe The Save As box will appear Select a folder on your computer where you would like the file saved you may rename the file if desired Click on Save When the download is complete click on Close in the Download Complete box Use this saved file to load your inventory into the handheld scanner Refer to the Scanner Reinventory Manual for instructions on loading this file and conducting your reinv
3. s date Enter a different transaction date if desired Page 46 Last Revised 2 27 2009 AssetVWORKS Assetmaxx Users M anual APPRAISAI e Reference No Not required If you wish to track this repair with a reference number enter that number here e Comment If you wish to enter a comment you may enter it here 9 The Current Fund information is displayed at the left Enter the New Fund information in the fields to the right The Fund column must total 100 10 Click on Continue at the bottom of the screen 11 A confirmation box will appear click on OK to continue or Cancel to cancel 12 The screen will display confirmation that the funding has been adjusted Click on the underlined link to adjust the funding of another asset E Mass Fund Adjustments To transfer a group of assets from one fund to another 1 Select the Asset tab under the blue banner Under the heading Financial Adjustments select Mass Fund Adjustments 3 The Basic Search screen will be displayed Enter the criteria to choose the assets you would like transferred 4 The Mass Fund Adjustment screen will appear The number of assets meeting your criteria will be listed You will have the opportunity to view and select from that list in the next screen Change the transfer date if you desire a previous transfer date Enter Reference No and Comment if desired Enter the new fund information Click on Submit eai ai Mass Fund Ajusimen Toe hav
4. 000171 05 0501 T O CHARGER RADIO BASE C 000178 05 0501 T O BASE BATTERY CHARGER m 000197 05 0501 T O CONDITIONER BATTERY Select All Submit Kesel 15 The list of assets meeting your criteria will be displayed 16 Select the assets to be disposed by clicking in the box to the left Choose Select All to dispose all the listed assets 17 Click on Submit Confirm by clicking OK in the message boxes C Entry Error Adjustments In order to change Acquisition Date Class Code Quantity or Total Cost on an asset that has been posted you must first remove the asset from the posted area and place it back in the pending area using the Entry Error Adjustment link This will remove the depreciation schedules created with the incorrect information Once corrected in the pending area you will post the asset forcing Assetmaxx to create and apply new depreciation schedules using the corrected information To make an Entry Error Adjustment l a Select the Asset tab under the blue banner Under the heading Financial Adjustments select Entry Error Adjustment from the list The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen The Posted Asset Change Status screen will appear Click on the asset tag number of the first asset to be edited The Dispose Asset screen will appear Page
5. 0501 Room T O Select Log to Yiew gt Quantity Tag Status Repair Location Department Fund e Asset Tag 000002 Site 05 Building 0501 Room T O Select Log to Yiew gt Quantity Tag Status Repair Location Department Fund e Asset Tag 000003 Site 05 Building 050i Room T O Select Log to View gt Quantity Tag Status Repair Location Department Fund e Asset Tag 000004 Site 05 Building 0501 Room T O Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAIDA C Viewing Asset Depreciation Schedules To view the depreciation schedule for an asset 1 Select the Asset tab then Asset Depreciation Schedules from the list 2 The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for viewing See Appendix B for help on using the search screens 3 Click on Submit at the bottom of the screen 4 Click on the tag number for the appropriate asset 5 The depreciation schedule for that asset will be displayed Book 1 depreciation by period followed by Book 2 depreciation by period Assets View Depreciation Schedule Depreciation data was calculated based upon the class code at the time of posting Class values at the time of posting are displayed below Any changes made to the class information after the posting date will not affect the depreciation data Asset Tag 000016 Description COMPUTER LAPTOP Site 05 Total Cost 2121 00 Useful Life 5 years Building 0501 Acquisition Date 01 01 20
6. 2 27 2009 AssetVWORKS Assetmaxx Users M anual APPRAISAI 6 Click on the box for each asset to be transferred or click on Select All to accept all assets for transfer 7 Click on Continue to transfer all selected assets E Physical Inventory Match Disposals To review the list of assets that were not found during the reinventory and approve those assets for disposal 1 Select the Physical Inventory tab then Physical Inventory Match Disposals The Asset Selector screen will appear If this was a partial reinventory an inventory of only one site or only one class code for example select the appropriate site s and or class code s from the list You may also use this screen to further limit your disposal review e g you can choose to review only the assets in a specific group now and review others later Asset Selector A brat BAS SEARCH Advanced Search Asset Tag Hanter Selec Opera E SesetOesonption Lelsci Operator a Beet Aunt bee Opes List Class Select Operator Select Clare 3 Site L s Location Select Omeraior z 8 o lc rg Dram a Aseak Department Delan Operator Desti epaiari l Asset Daa Ref Seleot Oprah MOOO O OS Art Statue OF Active Dip T All Sob mil Select whether the inventory covered All Assets or Capitalized Only Click on Submit at the bottom of the screen 5 The list of assets to be disposed will be displayed th
7. 35 colons periods also amp and Letters numbers spaces hyphens slashes UDF3 UDF Name 3 X 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF4 UDF Name 4 x 35 colons periods also amp and Letters numbers spaces hyphens slashes UDF5 UDF Name 5 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF6 UDF Name 6 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF7 UDF Name 7 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF8 UDF Name 8 Xx 35 colons periods also 1 amp and Letters numbers spaces hyphens slashes UDF8 UDF Name 8 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes Vendor x 35 colons and periods also amp O and Bold field are highly recommended for a complete import NOTES Import file should be saved in a comma delimited txt or csv format and left open to retain your formatting If using csv format you must have a header row with text in it not blank Assetmaxx automatically omits the first row of data in a csv file Fields in your import file can be in any order the Assetmaxx import function allows mapping to the appropriate field Commas are not allowed in the dollar amount fields and will cause an asset to be skipped on import Check your inventory file befor
8. 42 Pr MUSSINA ASS O erario etorri cotos 42 B Mass Disposal of ASSE S socssccstenccstcsdatacdessnekscedassdeantanccndaddadonleainedolpeessdearsanannkptiadons 43 Cs Ent i mOrA SS oca 44 D Making Single Asset Fund Adjustments ooooncnnnnccnccnnnnocnnnnnnnnnnononannnnnnnnnnnnnnnannnnnss 46 Es Mass Fund AGG SM So cortito raise iia porno ico 4 ES Dai 49 A AO Dt r E E E E E 49 Be Expottnge Data Fixed Asset File starcien lolonto plis ios 51 C Exporting Data Buildings File ooonooonnnnnnnnnnnnnnnnnonnnnnnnnnnnononnnnnnnnnnnnnnnnnos 53 X Physical Inventory Barcode Canner oooooncnnnnncccnonnnonnnnnnnnnnnonnnnnnnnnnnnnnnonaninnnnnnnnnos 33 Page i Last Revised 2 27 2009 Assetmaxx Users M anual A Pemommouaw gt HENE X XIII XIV XV XVI AssetWORKS Physical Inventory EX DOM s sevssia cseaciossansnecdsmedaaieneusnadsdecacecavensvaevteondedteensvawebanacedorees 55 Physical Inyentory IMPOR seso oneee Ean EEEE EE UREE 56 Physical Inventory Match Additions occccccncncccnnnnnnnnonononnnnnnnnccnnnnnnnnnnnnnnnnnnnnnnnos 57 Physical Inventory Match TranstersS occcccccccnnnnonononnonnnnnnonnncnnnnnnnnnnononononanananos 58 Physical Inventory Match Disposals cccccoonnnnnnoconooncnnccnncccnnnnnnnnnnnnonnnnnananoos 59 IS POLES scsi 6l a JT Ee a EAE o 6l ACOE R OO e E E ices 62 acarne R COONS ea E E 63 T OER DOLLS AAA E E EE 63 NC E REDO S e E E ca 64 AA PPP IA 64 Burldins A o O
9. Admin tab Setup Codes and Table Maintenance Class Codes Class Codes To edit a Class Code click on the link in the Code column To add a new Class Code click the Ada Another button below 1000 LAND EASEMENTS amp RIGHT OF WAYS 100 Land eae 1100 OUTDOOR EQUIPMENT T 500 Machinery and equipment Active 1200 POLICE amp FIRE EQUIPMENT 10 500 Machinery and equipment Active 1300 MACHINERY amp TOOLS 15 500 Machinery and equipment Active 1400 KITCHEN APPLISNCE CUSTODIAL EQUIP 15 500 Machinery and equipment Active 1500 SCIENCE amp ENGINEERING EQUIPMENT 10 500 Machinery and equipment Active 1575 HOSPITAL EQUIPMENT 10 500 Machinery and equipment Active 1600 FURNITURE amp ACCESSORIES 20 500 Machinery and equipment Active 2 Click on the code to the left modify the class code then click Update 3 To add a new Class click on the Add Another link at the bottom Class Code Maintenance Phase antar tha Polla Fran a ick the A21 buitan to add tha Glace to the ASSET ASS dalabaca Accoant Salvage Su Class Code Capilla ton Threes heli 0 00 Class Description insurance Excluidos ic i Life Emectare 5 Capitalize All Assets I Depreciation 7 Meta oa E Fiethad Convenir Cane amti E Add 4 Select the associated account code from the pull down list Enter the salvage an estimate of the amount that will be realized at the end of the life of a depreciable asset in this class code expressed
10. Asset Tag Status Site Building TT Description OO0001 Active 05 0501 T O SYSTEM COMPUTER W MONITOR 000002 Active 05 0501 T O LASER PRINTER COMPUTER 000003 Active 05 0501 T O SYSTEM COMPUTER W MONITOR 000004 Active 05 0501 T O SYSTEM COMPUTER W MONITOR 000005 Active os 0501 T O LASER PRINTER COMPUTER 000006 Active os 0501 T O SYSTEM COMPUTER W MONITOR 000007 Active 05 0501 T O SCANNER Page 28 Last Revised 2 27 2009 Assetmaxx Users M anual Asse WIR KS 10 Click on the asset tag number of the first asset to be edited 11 The Edit Posted Asset screen will appear Under Basic Asset Information the fields shown are Asset Tag The tag number for an asset cannot be edited on this screen To change the tag number for an asset use the Change Asset Tag Number screen Quantity This field cannot be changed while the asset is posted To change the quantity for an asset you must use Entry Error Adjustment to place the asset back in pending All Capitalized Assets those assets to be included on Accounting Reports MUST be entered with a quantity of 1 Description Can be edited here Manufacturer Can be edited here Status Cannot be edited here To change status from active to inactive use the Dispose Asset screen Model Can be edited here Condition Can be edited here Serial Number Can be edited here Acq Date This field cannot be changed while the asset is posted To change the acquisition date for an asset y
11. Assetmaxx Users M anual APPRAJSA A TE AE A po Manage Asset Repair Records x Supervisory Functions KX Update Replacement Costs x PurgePendingAssets x J J Posted Assets AO E a AssetDetalls Jo II EE E IO IS II EOS E IS IE ssettags x IO EE IS II E IS Coo ES IO IS O OS IR IO ES E IS IA IS IS II ES O IS II E IS Co E O IS IO E IS ES IO II O FS IO ES II IS O O IS X Asset Depreciation Schedules J dx __ Request Asset Action J x FinancialAdjustments Tk DisposeAsser x MassDisposal x Entry ErrorAdjustment J x Single Asset Fund Adjustments x Mass Fund Adjustments d dxi l aie ane Feeds n E E A Page 69 Last Revised 2 27 2009 AssetWOoORKS Assetmaxx Users M anual APPRAISAL ll EXxcelles x x a __ xix 1 1 4_ Comma Delimited Text vt x x x EXxcel es Tx x x Building Comma Delimited Tet x x x Building Excel ov x x o x Physical inventory Physinv impot x x oo o Physinv export x x ___Physinv Match Additions x x x __Physinv Match Transters x x l ___Physinv Match Disposals x x Reports a a S Tables 16 pf ff l O O a E PO OOOO DES MESS IS E A O O AAA PO A as IO insurance O PO OOOO S MES IESO IESO S Page 70 Last Revised 2 27 2009 AssetVWVRORKS Assetm
12. Assets or Only Non capitalized Assets Determine the first field for your search Use the pull down menu next to Condition to select that field Three more text boxes will appear In the next box select the operator to be used equals less than greater than etc In the next box enter your criterion date tag number etc 12 13 14 In the last box enter the joiner and or or Repeat for as many criteria as you need up to 10 Click on Submit at the bottom of the screen Page 73 Last Revised 2 27 2009 AssetVWROREKS Assetmaxx Users M anual APPRAISAI XIV APPENDIX C STANDARD CLASS CODES aoe CLASS DESCRIPTION LIFE SOLV EXCL NODE ACCOUNT DESCRIPTION 1000 LAND EASEMENTS AND RIGHT OF WAYS 0 0 0 0 100 0 100 LAND 1100 OUTDOOR EQUIPMENT 20 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 1200 POLICE amp FIRE EQUIPMENT 10 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 1300 MACHINERY amp TOOLS 15 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 1400 KITCHEN APPLIANCE CUSTODIAL EQUIP 150 0 0 0 0 500 MACHINERY 8 EQUIPMENT 1500 SCIENCE amp ENGINEERING EQUIPMENT 10 0 0 0 0 0 500 MACHINERY 8 EQUIPMENT 1575 HOSPITAL EQUIPMENT 10 0 0 0 0 0 500 MACHINERY 8 EQUIPMENT 1600 FURNITURE 8 ACCESSORIES 20 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 1675 FURNITURE amp ACCESSORIES HOSPITAL 20 0 0 0 0 0 500 MACHINERY 8 EQUIPMENT 1700 BUSINESS MACHINES 10 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 1800 COMMUNICATIONS EQUIPMENT 10 0 0 0 0 0 500 MA
13. COHPLIER Wy HONITOR Select All Submit Reset 8 The list of assets meeting your criteria will be displayed 9 Select the assets to be transferred by clicking in the box to the left Choose Select All to transfer all the listed assets 10 Click on Submit Confirm by clicking OK in the message box Page 34 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAIDA E Managing An Asset s Repair Records Assetmaxx allows you to track the repair records for each asset in the database To enter or edit the repair record for an asset pa E Select the Asset tab Manage Asset Repair Records The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen Click on the asset tag number of the first asset to be edited The Posted Assets Repair Asset screen will appear which displays the list of repair records if any for this asset Logout Adin Asset Dota Feeds Physical Inventor Posted Assel Repair Asset Use the inks m the acion colin to madri any repairs listed balom or oboe here to add a nau repair record far this acca baie Werk Lid ae Ca a otal 05 01 2003 3558 realign heads 170 00 15 00 0 00 135 00 Edf Dalota Add Another 1 Adding a New Repair Record Click on the underlined link the word here to add a new repair record for the selected ass
14. PLANNING Submit When a User Maintenance screen has been updated Assetmaxx will automatically generate and send an email notifying the user that their information has been updated and or their permission levels have been changed B Entity Setup If you are the Administrator for your database you should verify and complete the Entity information You will use this screen to change any information about the Administrator name email address or Entity address phone number etc Entity rar Address Li Address 2 Cate babel Fin Contact Last Hamsi Contact First Haras Cantact Heddle Marie Contact Phome PMunsbar Canfact Email Addeesce Fiscal Year End Last Deprectation Dabe Permissions Structure Nest Suta peserated Tag Humber Fangi Ch FO Ho 1171 Braen san Dos John la MESTRE FERARI EF Pepela reini Corn Da 00 2003 bere E E cies C Deparbrents fi Update 1 Select the Admin tab below the blue banner 2 Select Entity Setup from the list Page 6 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI 3 Enter or edit the information as necessary 4 If you will have other users on Assetmaxx select whether you will be determining access permission rights by Site or by Department 5 If you will have Assetmaxx automatically number some or all of your assets enter the next available Asset Tag Number for auto numbering The next auto generated number in this
15. SIGNALS 10 0 0 0 0 0 400 INFRASTRUCTURE 4400 SIDEWALKS amp CURBS 20 0 0 0 100 0 400 INFRASTRUCTURE 4500 SEAWALLS 30 0 0 0 100 0 400 INFRASTRUCTURE 4550 DAMS BASINS amp LEVEES 60 0 0 0 100 0 400 INFRASTRUCTURE 4600 MARINAS SLIPS DOCKS PIERS BOARDWALKS 10 0 0 0 0 0 400 INFRASTRUCTURE 4700 RAIL SYSTEMS MONORAILS SUBWAYS 10 0 0 0 100 0 400 INFRASTRUCTURE 4800 STREET LIGHTING 15 0 0 0 0 0 400 INFRASTRUCTURE 4900 COLLECT amp DISTRIBUTE WATER SEWER 65 0 0 0 100 0 400 INFRASTRUCTURE 4950 DISTRIBUTION LINES GAS ELECTRIC 25 0 0 0 100 0 400 INFRASTRUCTURE 5000 ART amp HISTORICAL COLLECTIONS 0 0 0 0 100 0 500 MACHINERY 8 EQUIPMENT Page 74 Last Revised 2 27 2009 AssetWOoORKS Assetmaxx Users M anual APPRAISAI XV APPENDIX D IMPORT FIELDS Assetmaxx Import Fields Import Fields Format Characters Comments Accumulated Must be in format and cannot be greater Depreciation HHH 14 than 99999999999 99 Accumulated Must be in format and cannot be greater Depreciation than 99999999999 99 Acquisition Method Code Letters numbers colons and periods Must be in format and cannot be greater Actual Cash Value than 99999999999 99 Letters numbers spaces hyphens slashes Building Code colons and periods Letters numbers spaces hyphens slashes Condition Code x colons and periods Cost Method x 8 Estimate or Actual Letters numbers spaces hyphens slashes Department Code x 15 colons and peri
16. applicable field enter the designated information Page 24 Last Revised 2 27 2009 AssetVWroORKS Assetmaxx Users M anual APPRAISAL Asset Departments and Asset Funding Assets may be assigned to one or multiple activities departments and either one or multiple fund types funds ASSET DEPARTMENTS ASSET FUNDING percent Anank ALE 7 4 i Fe Es Ws Les bu Contiowe Fergal e Using the pull down menu select the first activity department where the asset is to be assigned e The percentage will default to 100 If the asset is assigned to only one department leave 100 in the percentage field If the asset is divided among multiple departments enter the appropriate percentage amount for the corresponding department by typing over the 100 e Using the pull down menu select the fund type fund e The percentage will default to 100 If the asset is assigned to only one fund leave 100 in the percentage field If the asset is divided among multiple funds enter the appropriate percentage amount for the corresponding fund by typing over the 100 e You also have the option to split the asset between funds by amount You have to select amount and then type in the fund amounts to equal the total cost e Repeat the above four steps for any remaining departments and funds The amounts for Dept should total 100 and the amounts for Fund should total 100 or the Fund Amount should equal the Total Cost 3 Once you have en
17. are viewable here e Maintenance A list of maintenance repair records if any are displayed here Building O501 CITY HALL PUBLIC SAFETY endor Room TZO THROUGHOUT BUILDING STRUCTURE Doc Ref Asset Logs amp Photos gt Quantity Tag Status Location Department Fund Photo 0090 esesscscscscscsssesonesosesenesesses Quantity 1 Account 500 MACHINERY EQUIPMENT Disposal Date Unit Cost 827 14 Accum Depr Book 1 827 14 Disposal Method Original Cost 827 14 Net Book Yalue Book 1 0 00 Cost of Sale Cost Method Accum Depr Book 2 827 14 Proceeds Useful Life 5 Net Book Yalue Book 2 0 00 Gain fLoss Book 1 Full Depr Date 01 01 2002 Salvage Yalue 0 00 Gain Loss Book 2 B Viewing Asset Logs Asset logs contain the history of changes for an asset To view the logs for an asset NM E Select the Asset tab under the blue banner Under the heading Posted Assets select Asset Logs from the list The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for viewing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen For each asset there are links to seven different logs Quantity Tag Status Repair Location Department and Fund Click on the log you wish to view for the selected asset Data Feeds Asset Logs Active Disposed Assets e Asset Tag 000001 Site 05 Building
18. enter a description of the repair made This field cannot be left blank e Labor Cost Enter the cost of labor for the repair Enter 0 if none this field cannot be left blank e Material Cost Enter the cost of materials for the repair Enter O if none this field cannot be left blank e Other Cost Enter any other cost related to the repair Enter 0 if none this field cannot be left blank 4 Click Continue at the Bottom of the screen 5 The confirmation screen will appear The repair record has been added for asset tag Click below to add or modify another repair for this asset 6 Select Modify Repair to edit an existing repair record for this asset Select Add Repair to add another repair record for this asset Logout Asset Mote Feeds Physical Inventory Reports The repair record has basn sdded for asset tag 000016 Click belon bo add of modiy another repair for thi asset Add Edil 2 Modifying an Existing Repair Record 1 From the Posted Assets Repair Assets screen see Managing an Asset s Repair Records above steps 1 6 locate the repair record to be modified Dia Feeds Physical Inventor Posted Assets Repair Asset Lhe the brik g the aon at hae ta rea dit arp er me pairs leche a belos oF bok Femi En add 4 eh repair reno id hair Hiz azet Qeccriptiog _ Hebe rial Other LAction realign hiad 150 00 15 00 0 00 135 00 Edit Culata co DA 050430055 31556 Add Another 2 At the far right col
19. example will be A00000001 6 Click Update at the bottom of the screen C User Defined Fields Assetmaxx includes ten User Defined Fields UDFs for tracking information of your choosing To set up labels for User Defined Fields 1 Select the Admin tab then User Defined Fields 2 Enter a label or title for any User Defined Fields you would like to use 3 Click on Update at the bottom of the screen User Defined Fields The falling are thee currer values of the user defined fields Ta change these values edi the appropriate fields belaw ard click the becats button UGF 51 reca Ha IDF 2 hrsntensanos Be cond UGF 3 Custarias UDF 44 Budget core UGF 5 DOF Hema E UDF LOF Heme UGF 27 OOF Nema 7 UGF 8 LOF Here i UDF 4 LCF a o UDF 418 LOFNere 10 Update D Setup Codes Assetmaxx allows you to tailor your database by creating editing classification tables This enforces fixed asset policies and maintains consistency in the information entered These tables include e Physical Classifications Locations Site Building and Room e Financial Classifications Funds Types and Funds Activities Program Codes Departments Class Codes Account Codes Class Category Setup insurance grouping e Method and Condition Classifications Acquisition Methods Condition Codes ISO Building structural codes Page 7 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL 1 Site
20. leftmost box by clicking on the item to highlight it 10 Select the database element in the rightmost box that matches the file element This is the data field in Assetmaxx where that element will be imported Example Asset Tag in your imported file highlighted on the left box and Asset highlighted on the right box 11 Click on Map The two elements will appear mapped together in the lower box under Mapping Relationships 12 Repeat for all elements in the import file If you make an error in mapping highlight the error in the Mapping Relationship box and click on Delete Only that relationship will be deleted To clear all Mapping Relationships click Reset Save File allows you to save this mapping relationship The saved file is assigned a Map You may then access that mapping relationship by selecting Get File and selecting that Map 13 When all elements have been mapped to the database click on Accept at the bottom of the screen 14 If the import was successful all required fields were found e g the screen will display a message confirming that the import was successful If there were errors in the file e g duplicate asset numbers the assets that were rejected will be listed 15 If your import file contains a class code that does not exist in the class code table the asset assigned to that class code will not be imported You must correct the entry or enter the class code to the tables and reimport that asse
21. m prs rol Ho jan h o G ra bok Final SP check Ukae hor nas ASSETA ASE tooo mibni mio E nri coger see ue O muy ma pien j A di A e Gd dr A AEA A rie r copia el ioe ee eee dol aaa mn e cape ml ol reel paper Lucia ld airy ATA coro al al e PA cop e cn aed epg ici mia L bo ARSETMAXX al ta e a Hd paraa Fi A DO i A ee A A rire hl Jeeta he s ASSETRAAE siao oles for ie ache ond epa of real rap fet ace E sad SUE Pere pepe E pad a ah gar ee eT A mn E en lebke chera ot imda e dh SETAST Ha appeased dea ASSET MAN M Diim we mad of AOE herders m da OA dete cooler Mai EKA hard y den dida Pak el dira rra und Dl ar sub need do La raras Ef a ests ieee Terre Depa Exp ASS TTAIA RA y real e Ba a AAA AA e A AA e A re der Dak aman Die rr col le heiress al bee rr earn fe os cles nhen oda bro rE ra desrei a chert ma ATA a Terbaleal dale finca Era ds de Vio gpi a Fa tee ca F a eee E meh ARETAN paj c dd E a a de EA EA VR EA ddr ls DAA rege ers lbe er eg thet daia e ee ce op sad katj a hat A A AE A MA prays ad et cy e mi apar po o aoe peered te hare iy pio E roam ad a o ee ee idee Coreg oe eee ad ao forth ASST Par a peral lek ced feed he ee A uid se We Lg A ah ab A ATA a ddr del aah A ees A fot erica ees oe cal i ee maret AETA sd a e paa ae E gai bibh a da mi Loa acc Med oo parina Del ac de ihe cui Ol a oe ed perrea pra Tiras mka rar de pakenin bow pcs ps mes haigh bs per armor peo ME pee y e epa de eh pee ue EN ap Tay ds din pe
22. successful Click on the underlined link to download the export file to your computer 13 A box will display asking if you would like to open the file or save it to your computer To save the file to your computer click Save and enter the location where you would like the file saved Click Save 14 compressed format Page 54 The file will be downloaded to the location you specified in a zipped Last Revised 2 27 2009 Assetmaxx Users M anual AssetWORKS X PHYSICAL INVENTORY BARCODE SCANNER AssetWORKS offers a Dolphin handheld scanner equipped with customized software for interfacing with Assetmaxx With this option you can download your Assetmaxx inventory into the handheld scanner conduct a physical inventory of your assets in the field and upload the results back to Assetmaxx This manual section covers downloading the data file and uploading and reconciling the reinventory file The operations of the handheld scanner for a field reinventory are covered in a separate manual which is included with the scanner purchase Logout Admin Asset Data Feeds Physical Inventor Physical Inventory e Physical Inventory Import zip e Physical Inventory Export zip e Physical Inventory Match Additions e Physical Inventory Match Transfers e Physical Inventory Match Disposals A Physical Inventory Export To create a file of your fixed asset inventory non buildings to be loaded onto the
23. the insurance reports will group all assets under the category Other Logout Admin Asset Data Feeds Physical Inventor Class Category Setup Assign Class To Desired Categor 1000 1100 1200 1300 1400 1500 1575 1600 1675 1700 1800 1900 2000 2100 2150 2200 2300 2400 2500 2600 2700 Land Easements and Right of Ways Outdoor Equipment Police amp Fire Equipment Machinery amp Tools Kitchen Appliance Custodial Science amp Engineering Equipment Hospital Equipment Furniture amp Accessories Furniture amp Accessories Hospital Business Machines Communications Equipment Computer Equipment Computer Software Audiovisual Equipment Broadcast Equipment Books amp Multi Media Materials Athletic Equipment Uniforms Musical Instruments Licensed Vehicles Contractor s Equipment other other other y other y other x other I other other other other 2 other I other y other other other other 2 other other gt other x other y other 1 Use the pull down list to assign each class code to the appropriate category 2 Click on Update at the bottom of the screen Page 21 Last Revised 2 27 2009 AssetVWOoORKS Assetmaxx Users M anual APPRAISAI IV ASSET ENTRY AND POSTING Now that your system is set up you are ready to begin adding fixed assets Adding new assets and p
24. 0 If the building is assigned to only one fund leave 100 in the percentage field If the building is divided among multiple funds enter the appropriate percentage amount for the corresponding fund by typing over the 100 The amounts must total 100 Page 12 Last Revised 2 27 2009 AssetWOoRKS Assetmaxx Users M anual APPRAISAL 11 Once you have entered the new building information click on Continue to accept the entries for this building 12 The secondary New Building Entry screen will appear _ Logout Admin Asset Data Feeds Physical Inventor New Building Entry Fields marked with are required fields BASIC ASSET INFORMATION Asset Tag 020200 Status Pending Description Acq Date 01 05 2004 Acq Method P Purchased Class 3000 CONSTRUCTION Condition NEW New Extended Desea BUILDING COST VALUES DEPRECIATION VALUES Total Cost bo Book 1 Accm Depr bo Replacement Cost bo 92 93 Sq Ft Book 1 Depr Date Exclusion Amount bo Book 2 Accm Depr bo CRN Less Exclusion 0 00 Book 2 Depr Date Po Actual Cash Yalue bo CLASS CATEGORY ESTIMATES Contents 1000000 00 Contents Exclusion bo EDP Yalue 35000 00 EDP Yalue Exclusion bo Property in the Open bo Property in the Open Exclusion 0 00 Inland Marine bo Inland Marine Exclusion bo CS ehicles bo Yehicles Exclusion bo Other fis000 00 Other Exclusion bo 13 Enter the Building Cost Values 14 If you would like ASSET
25. 01 Fiscal Year End 09 30 2003 Room T O Status Active BOOK 1 STRAIGHT LINE METHOD FIRST MONTH CONVENTION 2002 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 2003 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 2004 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 2005 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 2006 35 35 35 35 35 35 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 BOOK 2 STRAIGHT LINE METHOD FIRST MONTH CONVENTION 2002 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 2003 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 35 MA Sec Se Sse Se Se Se Sse Se Sse Se Sse Se Sse Se Sse Se Sse Se ae Se eae Se Sse Se D Requesting an Asset Action This link allows you to email the database administrator directly from within Assetmaxx This can be used to request an action that exceeds your permission levels e g if you have entered an asset into the pending area and need to notify the supervisor that it is ready to be reviewed and posted To send an email to your database administrator pa Select the Asset tab then Request Asset Action 2 Enter the Asset Tag number select the Action Requested from the pull down menu then enter the Details of the action requested in the text box 3 Click on Continue to submit the request to the Administrator Request Assel Action Limra ta p
26. 16 Create Your Own 4d Hoc Accounting 19 Insurance 8 Transactions 5 Miscellaneous 3 System 3 Building 21 B Printing Instructions Assetmaxx provides numerous pre designed reports as well as the ability to create your own reports based on specific needs A Table Reports The codes assigned to assets in your database are stored in tables There are sixteen pre designed reports covering the following tables Logout Admin Asset Data Fosds Physical Inventa Tabiey LOCA PENAL FLO 3 1 Sites Fund Type Buldings Funda Boome ORGAMIZA TIONAL OTHER Accounts Acquisition Methods Cies Airey 1 Aches 1 Departments E 2ormchbons Cursa r Occupanco Taper Selup Tamplaten Setup Termglates Abbrevist ed To generate any of the above reports simply click on the link for the desired table report A separate window will open with your report which can be viewed saved to the computer or printed Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI B Accounting Reports Logout Admin Asset Data Feeds Physical Inventor Accounting Reports COST REPORTS DEPRECIATION REPORTS Accounting Summary By Account Accumulated Depreciation Roll Forward Summary By Fund Accounting Summary By Fund Accumulated Depreciation Roll Forward Summary By Activity Property Accounting Ledger Accumulated Depreciation Roll Forward Summary B
27. 44 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL 7 8 10 11 LE f Logout Admin Assat Data reads Physical Inventory Reports Disporre Arsel Fidds cared wih are reuired flake BASIE ASSES INFORMA MON Anet Tag 000z6b Attached Tag es crgtion cg bate 0104 194d Current Shae olive faa FACSIMILE Condition GOOD NORMAL WEAR TEAR Hanatacturer BROTHER se 12 RER EATI Od COMPLE Fadal CHTELLEF AS 1370 Bailing 1201 HAI BUILEIAE Serial Le ae DLL Fum TE THROUGH OUT BUILD STRUCTURE Drogimal Tetal Cost per 15 Bosk 1 Depreciation 2505 Replacement Cost 31000 00 Book 2 Depreristion 3950420 Oreos al DETAR i z zi His RS TES MEE Eectioe Dorte Diii aA ME ethers tere Hi Comment Disp Methad Entry Error Dor Rel 2 Ath By Continue Reset Enter a comment in the comment section required Enter Ref Doc Ref and Auth By if desired Click on Continue at the bottom of the screen If the asset was purchased in a previous fiscal year a warning will be displayed that you are changing report values for a fiscal year that has been closed out Click OK The asset has been disposed from the active assets and returned to pending Assetmaxx has created a log entry showing that this asset was disposed for entry error adjustment in the log the disposed asset will be tracked as asset number EE The original asset number is preserved for the asset now in the pending fi
28. AMEMT CENTER Atteched Anert Balldireg 0601 SITY HALBL FET y Feadar Beam TAS THAI BST BULA eT ALES TURE hac Rat Speer Pleas Vere Pics Upik Pas Capi Fund ccouniiey insurance LSE DATA Hsintienarnos PIREHOLESE FAROE LAGE Harper Z LEO Ha 1 OF Hama al EDF Hama 5 Continue Reset e User Data all User Defined Fields can be edited on this screen Page 31 Last Revised 2 27 2009 AssetWOoORKS Assetmaxx Users M anual APPRAISAI Logo Admin Asset Cote foods Blessed Irena Fait Posted Agvet Fak meb ee aa ew raja rl Pe ed BAC ASSET INFORIHA FIONA Anini Tip Caled i A Quantity L Decceptaza TETERA COMPUTER WN OM TOR Runas Tea sata ee e Madel CUENT PRO Demiin BOOD FOA MAL WESA TESA m Serial e MESTHI Beg Dabe pirika Becke Gate 01 00 1568 ES Acq Method F AAA Class iai COMPUTER End UA HEFT fake DS GOWEIRAENT CEMTER Attached Asset Ealldirg 0807 DT HALLS FUBLES SAFETY resdor Ream TAO THACUIGAOUT BUILDING STRUCTURE ac ete Majes Petes Wer Pio Undead Plot DepiFiund Amurin neursnce Lise Den Aree ECSC _ fig E rder y The zi i pinn ME felis lal A Total fara ara reo repara tar ha ae Continae eset e Maintenance Repair records can be viewed but not edited from this screen 14 Once you have edited the field s for this asset click on Continue at the bottom of the screen The screen will indicate that the asset has been edited B Ch
29. AssetWQRKS APPRAISAL ASSEIMAXX Asset Tracking System Users M anual AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI Minimum Requirements for Assetmaxx Any system connected to the internet configured with either Internet Explorer 6 0 or higher or Netscape 6 2 or higher Copyright AssetWORKS Inc 2002 All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of AssetWORKS Inc AssetWORKS Inc 4955 Steubenville Pike Suite 401 Pittsburgh PA 15205 1 877 809 0600 www assetworks com AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI Table of Contents Ds is e eee A l II Accessing Your Database Logging In occccncccnnooonnnnnnnnnnnnnnnononnnnnnnnnnonnnanancnnnnnnnos 2 JI Admin Database setup information occcccccccnonnnocnnnnnnnnnnnnnnnonnnnnnnnnnonnnnnnnncnnnnnnnnnnnos 4 w E SCS PP eters ce caresses A 4 Bi EnD UD roca 6 E User DeStncd RICOS Teorias 7 D Set CONS asocia otto aaa 7 he le Buildine Room Seip psicosis ordene 8 2 Modifying Financial Classifications scscascsecosctvarteaacreteonclusseesaaareienedeaniovansaedansle 15 3 Creating Standardized Templates occccoonnonnnncnnnnnonononononnnnnnnnnonnnananoconnnnnnos 20 E Class Category SEU escoria rca 21 Na ASSELEN and POSTEO atan ii
30. Building Room Setup Within each Entity you have the capability of setting up multiple sites buildings and rooms Each entity must have at least one site set up in the database Assetmaxx automatically includes a site called UKN Unknown which cannot be deleted a Add Edit Sites 1 Select the Admin Tab Site Building Room Setup then Sites Add Edit _Logout Admin Asset Data Feeds Physical Inventor Location Setup Codes sosososssessesssssoosog BUILDINGS Add Edit Building Post Building s Transfer Building Dispose Building ROOMS Add Edit 2 If you would like to change an existing site entry click on the site code on the left modify the information then click on Update Sie Codex To adit a Site Code cick on tha link in the Code column To add a mew Site Code click an the Aaa another button balon Descriation FIRE STA TICA AHO PUBLIC EDFETA Arba o ni oz POS RoE PARE dcha 03 COR US PARE Aca a STEACHAM CENTER a coe 14 GOVERAMENT CENTER Lee 06 PALMA PARE Ache Ll VETERANS PARK Adva 12 RECREATION COMPLES Aone 13 SUMS ET PARE Ach 14 S4LEH PARE Abiye 15 CABAL POINT PAAR Achve 15 WOODLGWH PORE Love 1 ALLEN PARE Acha 13 GEWER LIFT ETA TIN debe 13 MASTER SEWER LIFT STATIONS ACA ral CEEEFR SIDE PARE Lave Zi ALABASTER PARE Acne Li CIT VEHICLE POL Lee 2 COTT WIDE IMFAA STRUCTUARE Ace 34 CITT IGE LAND PARCELS Aya UEH Unknarin Aya Add Another l 3 To add another Site
31. CHINERY amp EQUIPMENT 1900 COMPUTER EQUIPMENT 5 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2000 COMPUTER SOFTWARE 5 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2100 AUDIOVISUAL EQUIPMENT 10 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2200 BOOKS amp MULTI MEDIA MATERIALS 5 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2300 ATHLETIC EQUIPMENT 10 0 0 0 0 0 500 MACHINERY 8 EQUIPMENT 2400 UNIFORMS 5 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2500 MUSICAL INSTRUMENTS 10 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2600 LICENSED VEHICLES 8 0 0 0 100 0 600 LICENSED VEHICLES 2700 CONTRACTOR S EQUIPMENT 10 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2800 GROUNDS amp MAINTENANCE EQUIPMENT 15 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 2900 LAND IMPROVEMENTS 20 0 0 0 various 200 LAND IMPROVEMENTS 3000 CONSTRUCTION 50 0 0 0 various 300 CONSTRUCTION 3001 CONSTRUCTION IN PROGRESS 0 0 0 0 various 301 CONSTRUCTION IN PROGRESS 3010 PORTABLE STRUCTURES 25 0 0 0 0 0 300 CONSTRUCTION 3020 SWIMMING POOLS 50 0 0 0 80 0 300 CONSTRUCTION 3100 UTILITIES WATER SEWER ELEC EQUIP 30 0 0 0 0 0 500 MACHINERY amp EQUIPMENT 3200 INFRASTRUCTURE 65 0 0 0 100 0 400 INFRASTRUCTURE 4100 BRIDGES 50 0 0 0 5 0 400 INFRASTRUCTURE 4150 TUNNELS 60 0 0 0 100 0 400 INFRASTRUCTURE 4200 STREETS ALLEYS SUBSURFACE 0 0 0 0 100 0 400 INFRASTRUCTURE 4225 STREETS ALLEYS CONCRETE PAVEMENT 30 0 0 0 100 0 400 INFRASTRUCTURE 4250 STREETS ALLEYS ASPHALT PAVEMENT 20 0 0 0 100 0 400 INFRASTRUCTURE 4300 TRAFFIC
32. Codes and Table Maintenance then Template Codes Click on the Add Another link at the bottom 3 Assign a code and description for the Template Enter all the standardized information for the asset Fields that will be different for each record 1 e serial number room number should be left blank 4 Click on the Add link at the bottom 5 If you would like to change a template entry click on that code to update or delete your entry Tempiate Code Maintenance Please enter the fallen information and dick the dct button ta edd the Template Code to the ASSETS database Template Cada F Template Description Hades Class Ej Doc Ref a Medel of Fhpsical Dear terial hr vondar Manutactarer Conde on Site Du partment Site E Acquisition Debe Fike zl Total Cost Acguistiom Hetbhisd Quantity Euplacermant Ca wt Fund 0020 Chapter 11 Add Page 20 Last Revised 2 27 2009 Assetmaxx Users M anual E Class Category Setup AssetVWOREKS APPR A ai If you are the Administrator for your database you should complete the Class Category Setup screen This screen is used to allocate every class code in your database to one of seven insurance categories Construction Contents EDP Electronic Data Processing PITO Property in the Open Inland Marine Vehicles Other Once assigned the insurance reports can correctly group the assets in your database according to these categories If not assigned
33. DIA 65 Creating Your Own Ad Hoc Reports cccccccccoooocccccnnnnnnonnnoncnncnnnnnnnonnnannnnnnnnnnos 65 Generating a Saved Ad Hoc RepolTt ooooccccnccccnccnonoccccnnnnnnnononacnnnnnnnnnnnnnnannnnnnnnnnos 67 Appendix A Permission Level detail ooo oomommmmosscccnnnnnnnnnnnnnnnnonnccroooo9oo 68 Appendix B Search SETE rosario O 12 Appendix C Standard Class Codes ccccccsssssessssssssssesseccccccccecccceaeeeeeesssssseees 74 POPE MOIR Tmporn Feli Seisoin EE 13 ADP ON ACE U a E E E E E eee Id Page ii Last Revised 2 27 2009 AssetVWROREKS Assetmaxx Users M anual APPRAISAI I INTRODUCTION Assetmaxx is a web based fixed asset management solution Detailed information about your fixed assets is stored online where it can be accessed with proper username and password from anywhere you can connect to the internet Once logged in to your database you can add dispose or modify assets customize the database generate Accounting Insurance or other reports and much more A few of its many features include Fast Reliable and Easy Access to Data User Friendly Graphical User Interface Secure Authentication Data Encryption and User Log for Accountability Supports Unlimited Number of Users GASB 34 Compliant Features and Reports Multiple Depreciation Methods Multiple Capitalization Levels Standard and Ad Hoc Reports Property Insurance Reporting Digital Photo Interface Barcode Scanner Interface User Defin
34. IMPORTA io Aspet Tag 000015 Attached Tag le Lo Aca bate 0100 1748 Current 5iaban Acha SYSTEM COMPUTER MOT TOR Condition GOOD MORMOL WEAR TEOR I Hanatacturer OTe AT Site CS GOUERRAERT CENTER Hadal E 310J Euidding CL SITY AALL PLL SAFETY Serial 000035335 Fiti PO THASUGHOUT ALOLO Grs TALE TURE Original Tetal Cosi 2156 54 Book i bepreciathom 2136 56 Replaceanent Cost 1500 00 Henk 2 Depreciation 2130 90 DISPOSAL DETAN Noms Statis Ck posed Effective Data Cece Hintery Dade BAENA Pio ds Met i A a eE a Dich Hothed P Patia Dec Rete Auth Ey Princ ind a 00 Cost al sale 00 io Oh posedl Continue Reset 6 Basic Asset Information is displayed at the top of the screen 7 Disposal Details are displayed at the bottom of the screen The fields are e New Status The system automatically updates the status to Disposed e Effective Date The system defaults to today s date If you would like the asset disposed as of a different date enter that date here e History Date This date is used to track the date of this transaction for the history logs and cannot be edited Page 42 Last Revised 2 27 2009 Assetmaxx Users M anual AssetWORKS e Reference No Optional Enter a reference number for the disposal if desired e Comment A comment is required Typically the reason for disposal will be entered here e Disp Method A disposal method is required Select the disposal method from the pu
35. MAXX to calculate the depreciation for this building calculated from acquisition date leave the defaulted Depreciation Values as shown If you have a depreciation amount and last depreciation date to include for example from your last audit enter those values and ASSETMAXX will calculate depreciation from your Last Depreciation Date forward 15 If desired enter or edit estimates and exclusions for the Class Categories CANH ENT S aarme me Ceilings 23 l 7 Extensor Walle 2 of Ge Root 2 a Parton 27 3 T 3 Fiosrengs 23 wW Foundations 123 HH T wm Service Systems 67 w I a r ole J ar 3 Other Festes ao af T Otter OS Continue Reset Page 13 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI 16 Enter the component information optional from the pull down lists 17 Click on Continue 18 A screen will confirm that the building has been added to the pending area c Post Building s Once added a Building remains in the pending area for review and posting To review and or make any changes to the building information follow the Add Edit Building instructions When satisfied the building must be posted to active inventory 1 Select the Admin tab Site Building Room Setup then Post Building s 2 Click on the box to the left of the building you would like to post or click on Select All to checkmark all buildings on the list 3 Click on Continue Pendi
36. Pending Asseis Pere asset Teg site Building Ro De soriptio z o0i020Di mm Tra WAREHOUSE AC OOS 05 CIL ro SERWER Select All Purge Assets Reset Page 38 Last Revised 2 27 2009 Assetmaxx Users M anual Asse tVVaAR KS VII POSTED ASSETS The screens under the posted assets heading allow the user to view asset information only No changes can be made from these screens A Viewing Asset Details To view the details of an asset pa AS Select the Asset tab under the blue banner Under the heading Posted Assets select Asset Details from the list The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen Click on the asset tag number of the first asset to be viewed The View Posted Asset screen will appear 5 i i Mew Posted Assel AA SiC 25527 IPOs TICA Asani Tag M0011 Duanti Dbrescrpiian SYTSTER COMPUTER WAOMITOA Manalacturar MICA CI States Actin Fiadel CLIENT PAG Condition GOOD MORMAL WERAA TEAR Serial 1531466 0010 Aca bate 00011953 Received Date 0110 1999 Aca Hatha F PURCHASED Esogest Asset Action Class L300 9 R ITER EGUIPHENT Depreciagion Sicko dula Sie 05 GOWERHRMERT CENTER Anahi Asset Balldllng 0503 COTY HALLPUBLIC SAFETT Yendar kami Tit TROLHOUT BILDIS STRUCTURE Doc Hef A Asset Logs E Photos Ouastite Iag S
37. a rmicn on ta marian anant may ee eee terri te ub a regunt ta tha epee a dmrurtrate Pa put al reent ida rn Rhequezbor PUSIALG Mas IMHE Dai Resposta d 1301 2003 GET Ei Tey Actes Erquewntad braile I Continue Reset Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI VII FINANCIAL ADJUSTMENTS A Disposing an Asset Assets that are no longer in service or active should be disposed This includes items that are sold scrapped stolen and surplused or become inactive for any other purpose If there is a possibility that an asset could be placed back in service consider setting up a special location and transferring the assets rather than disposing them You can still report on assets that are surplused and this allows them to be reactivated at a later date Once an asset has been disposed it will no longer appear on any reports other than a disposed asset report and a disposed asset can not be reactivated To dispose of an asset 1 Select the Asset tab under the blue banner Under the heading Financial Adjustments select Dispose Asset from the list 3 The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens 4 Click on Submit at the bottom of the screen 5 Click on the asset tag number of the first asset to be disposed Dispose Asset Falda markad ath ara recpored fields BASIC ASSET
38. ails on screen paging through the reports one building at a time The advantage to this is faster screen drawing over the internet The No Paging options allow you to send the entire report to a printer at once H Creating Your Own Ad Hoc Reports Ad Hee Reporting Create Mew Report Seleci Repot Generate Selected Report Assetmaxx allows tremendous flexibility in designing your own reports to suit your own needs To create your own report 1 Select the Reports tab then Create Your Own Ad Hoc Page 65 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL 2 Click on Create New Report Field Selector caca Degi Bick 1 ciar Dept Book E cquisition Diente Aurion Method Acua Cash Welle Aage Tagged 0gs Candian aoe Wier dl Desc pio 4 Documen Relerenca ES Cision Amoun Lasi Moditad By Select All T reco actora re Bing ured dor peek oF an sport the arder spactied in the SELECTEDPTELOS box detemrnirer the column ardar 3 The Field Selector screen will be displayed In the Available Fields box on the left select the first field to be included in the report 4 Click on the right arrow to copy the highlighted field to the Selected Fields box on the right 5 Repeat steps 4 and 5 for all fields to be included in the report The order selected is the order shown in the Selected Fields box and will be the order of the fields in the report Click on Gene
39. al Inventory Match Additions To review and accept new asset records in the inventory file 1 Select the Physical Inventory Physical Inventory Match Additions 2 If any new location or department codes were added during the reinventory those codes will be displayed for review edit and acceptance Logout Admin Asset Data Feeds Physical Inventory Reports Physical Javentory invalid Location Revolution invalid Site Bl ig Room Locations Ft Tite IS CO Brerage Edit evalia Department Locator a a e AAA CL rou LaF T EF 1 Edil Subm Page 57 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL 3 Review and edit the new location or department codes as necessary 4 Click on Submit to add the new codes to the appropriate tables any new sites codes and descriptions will be added to the Site table in your database etc adm n Assat Data Feeds Physical Invento Physical Inventory Additions Adi asset Ta 1 LOT OOD ror All Continue 5 If any new assets were added during the reinventory those assets will be displayed Click on an individual box to accept an asset or click on All to accept all assets listed 6 Click on Continue The assets will be imported to the Pending Assets file Further review and editing may be done there before posting the new assets to your inventory see the Editing Pending Assets section for details D Ph
40. ance and Transfers select Edit Posted Asset 3 The Asset Selector Basic Search screen will appear Logout Aden Asset Dota Feeds Physical Inventory Reports Asset Selector el CE BAST SEARCH danced Sesch Anual Tag Hormbar Ealeci Operador Asset Description Select Operator Anal Account Enbel Operator Asset Chess See peral 7 AS Le a Select peral detal Department Fei Opara Accet Doc Aar e Select paahi Aval Satus M priye 0 paa Tall i a 4 3 4 In the top box you can select from All Assets Only Capitalized Assets or Only Non capitalized Assets 5 Determine the first field for your search Use the pull down menu for that field to select the operator equals less than greater than etc 6 In the text box to the right of the operator enter your criterion date etc 7 Determine any other criteria for your search If more than one criterion is listed the system will only display assets that meet ALL the listed criteria For more flexibility see the Advanced Search instructions in Appendix B If no criteria are entered all assets will display in order by tag number 50 assets per page 8 Click on Submit at the bottom of the screen 9 The asset s that meet your search criteria will be displayed in order by tag number 50 assets per page Logout Admin Asset Data Feeds Physical Inventory Reports Posted Assets Edit Asset
41. anging an Asset Tag Number At times it may become necessary to change or correct an asset s number For example if the physical asset tag wears off or gets removed then you apply a new tag to the asset This screen allows you to update the fixed asset record with the new tag number Before the tag number is changed Assetmaxx will check to make sure the new asset number is not already in use by another asset The change and the old asset number are recorded in the asset s history log To change an asset s tag number Select the Asset tab then Change Asset Tag Number The Change Asset Tag screen will appear Enter the current tag number for the asset enter the new tag number for the asset Click on Continue at the bottom of the screen The screen will confirm your change and allow you to enter another change An Logout Am r Asset Data Feeds Physical Inventor Change Asset Fig Carre nt igert Tag Hew Aset Tag Continue Resel Page 32 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL C Transferring a Single Asset To transfer a single asset from one location to another or from one department fund to another pa A 11 Select the Asset tab then Transfer Single Asset The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen Cl
42. anging your printer setting to Landscape Page 62 Last Revised 2 27 2009 AssetVWORKS Assetmaxx Users M anual APPRAISAI C Insurance Reports Insurance Report SUMMARY REPORTS iran Li P a jng Fangs EN Mires Ertty Wide SAC aumea DETAL REPORTE 3 oranges Detail Br Location 2 Ihmuraice Datail by Ceparirert 9 Insursnot Detail By Category and Class nwa Detail By Coben ory nd apartment E ACU Detail There are eight pre designed Insurance Reports as shown above To generate one of these reports 1 Select the Reports then Insurance 2 Click on the link for the desired insurance report 3 The Asset Selector Search screen will appear Enter criteria to filter the asset s to be displayed on the report if desired See Appendix B for help on using the search screens 4 Click on Submit at the bottom of the screen 5 The selected report will display in a separate window This may take a few seconds depending on the size of the report the size of the database and the speed of your internet connection D Transaction Reports Transaction Reports Asset Transfer History Asset Disposal by Location and Fund Asset Disposal History Asset Maintenance Repair History Status History There are five pre designed Transaction Reports To generate one of these reports pa Select the Reports tab then Transactions Click on the link for the desired report 3 The Asset Selector Search
43. antSquera Footsge Basaran Select All Tha order spa dfiad in the SELECTED FIELDS bax datar miao tha column ardar Continue Click on Continue The Building Search screen will appear Enter criteria to filter the assets for exporting If you would like to export all building assets leave these fields empty Page 53 Last Revised 2 27 2009 Assetmaxx Users M anual Building Search AssetVWOREKS APPR Aa Pledges ua mholas dolar vakas m h no decimal poirds For al marateg Falda Baldra Teg Humber Select Operator Building Dacengban E Opaator Passt site dde Opt el Ascat Bulking Sdit Dpaaio z Guiding WRG Select Op meto al Boley NAC Lana Exdusan Salut Operador Salat Site Building ACu Select Operator a Contents Walue dect Operator i bells Saket Buking EX Za let Diecupan cy Type e EDP Value 5oect Operator PITO Value Select Opinator al Conitrichon Data Select Opinator Budding Zip Sdot Ope A Building Occupancy Select Opec feo of Stories Sest ipaa l Squere Footage Select Doman Eg so class Select ious el Sda Operator Building Values amp Achial Y Exirnated ll Fal aren Ss beet 151 bus ETS Submit 9 Click on Submit at the bottom of the screen 10 11 12 Enter a name for the export file Click on Export at the bottom of the screen The screen will confirm that the export was
44. as a percent Assign a code to the new Class Enter the capitalization threshold Assets below this level will be excluded from accounting reports Enter the description for this class 9 Indicate whether this class is to be excluded for insurance For example land parcels are uninsurable so this box is set to Yes for the Land class code 10 Enter the life expectancy for assets in this class A A aa Page 19 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI 11 Place a checkmark in the box if all assets in this class code are to be capitalized For instance Land is always capitalized regardless of value so the box is checked here If this box is checked the Capitalization Threshold value is ignored 12 Enter the depreciation methods and conventions for this class Each class may have up to two depreciation methods and conventions For example Book 1 could adhere to Federal Reporting requirements and Book 2 could be used for internal financial requirements 13 Click on the Add link at the bottom g Other Lists Assetmaxx also includes the following tables which can be modified e Acquisition Methods e Condition Codes e ISO Codes Industry standard Class of Construction codes for buildings 3 Creating Standardized Templates Templates allow you to store standardized asset information for items you purchase frequently To create templates for your database 1 Select the Admin tab Setup
45. asset additions and then review the information before it is posted to the permanent file Assets can remain in this area indefinitely until all of the required information has been filled in As long as assets are unposted they will not be included in any reports To edit any new assets that have been entered but not yet posted pending assets l Select the Asset tab under the blue banner Under the heading Asset Entry and Posting select Edit Pending Assets from the list A list of all pending assets will appear To select an asset for edit click on the corresponding tag number Edit the asset as necessary For details and field descriptions refer to the section on Entering a New Asset Click on Continue at the bottom of the screen to accept your changes Logout Admin Asset Data Feeds Physical Inventor Pending Assets Edit Asset lAssetTag ss Site Building Room Description 0 O 000250 100 100 L20006 MIXER 000912 100 100 L50022 ROUND TABLE 002625 300 400 LWAHOS CHAIR EXEC 007900 300 300 152 PANEL 48 X 62 INNER TONE 010427 100 100 L50052 CELL PHONE 01053 100 100 L60034 PANEL 36 X 62 INNER TONE 014103 100 100 L10010 CPU 014486 100 100 L10010 CPU 014820 100 100 L60061 DLT 014944 100 100 L30044 COMPUTER 02945 100 100 L40046 PANEL 24 X 62 INNER TONE 03444 100 100 L40032 PANEL 36 X 62 INNER TONE e 14A43ARNNNA nn SA 129 OFIL PHONE Page 26 Last Revi
46. ate 3 To add a new Department click on the Add Another link at the bottom 4 Enter a department code and description for the new department 5 Select the associated Activity for this department 6 Click on the Add link at the bottom Logout Adnan Asset Data Departmen Maintenance Plema amiar Hha Folosing r crrnatier a click the de button to add the Department tothe 1522 Toe database Department Code Pepartiment Des creptioan Activity i Add e Account Codes To modify your Account table pal Select the Admin tab Setup Codes and Table Maintenance then Accounts 2 If you would like to change an account entry click on the code to the left edit the entry then click Update To add a new Account click on the Add Another link at the bottom Enter an account code and description for the first account 5 Click on the Add link at the bottom A Asset Dota Accoun Code Afainienance Fleece enter the Folosing formation ar chick the 4c buttan to add Fe Gooountho the ASE TAs dae Accoani Code Accoan Description Page 18 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI f Class Codes Class codes comprise the most important table in Assetmaxx The information in the class code entry determines the depreciation schedule for each asset in that class code A list of standard class codes is presented in Appendix C To modify the Class Code table 1 Select the
47. axx Users M anual APPRAJSA HSA OOO HOSP o Transactions x HS pp INN IESO O IS E IE pp DO E II Miscellaneous 2 _ x IS HS O IS IS E IS IO E IO IS II O IA system 3 S x Co ES II IS IO E T IO ES O IS IO OS IR O EROS FS IS IO O IS HS IN ES IS IS IS E IS IS E O IS IS E IR Baig oo po x Co ES II IS IS T II ES O IS IO OS IS Co EOS FS IS IO O IS IN EE FO IS O E IS II EOS II IS IO O IS Co EE IS IS IO O IR Coo EOS FO IS IO O IS IS ES IS IS E II Co EE O IS IO E IS II EOS IO IS IS O IS Co O O O IS IO O IS IN EOS FS IS II ES IS Coo ES IS II IO O FR Co IS O IS IO O IS A DO A IO IS INN IO IS IES a AQ ARAN II EA E IO IS O IS IS EE O II IO E IR NENE II IS IS a ee IES IS E O IS O O IS IO ES O IS O O Co ES IO IS II OS IA CreateYourOwnfadHo x Page 71 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI XIII APPENDIX B SEARCH SCREENS Logout Admin Asset Dota Feeds Physical Inventory Reports Asser Selector BAC SEARCH Advanced Search Asset Tag Mure Seed Opes Asset Desorption Sell Operator Asset Account Select Operador Aros Class Geleact Opera Asset Lacstion Fe Operador daset Department Saeco Oprah Select Depeniveri Amat Dac Aaf E alaci Operator Asset Shetus Of gotve C Dispozed C oll Submit Basic Search Instructions 1 In the top box you can select from All Assets Only Capitalized A
48. be included in the export file from the Available Fields box on the left 5 Click on the right arrow to move the highlighted field to the Selected Fields box on the right Page 51 Last Revised 2 27 2009 Assetmaxx Users M anual 6 10 11 12 13 14 Ass etVWaR KS Repeat steps 4 and 5 for all fields to be included in the export file The order selected is the order shown in the Selected Fields box and will be the order of the fields in the export file Field Selector ain Depr Book 1 car Dep Book E Ac qurstion Cees cu isition ieii cid bo ode inh e COn Sel Cash elie ase Tagged ete Building Code Building Descapilon E loss Code lees Descipior Select All H thease selections sre beng ured tor a mpor or an export the order spaced m kha SELECTED FLELOS boxs dakarn rar tha column ordar Submit Click on Submit at the bottom of the screen The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for exporting See Appendix B for help on using the search screens Click on Submit at the bottom of the screen Enter a name for the export file Click on Export at the bottom of the screen Export File Please enter a ikna Cor export Mo extemsion necessary nsaerraeerpon Export The screen will confirm that the export was successful Click on the underlined link to download the export file to your computer A box will display askin
49. de perl 100 te inka ASSET a mi e eiie ape of sab corras ab Wee e Saree be ni lr e fern dr Aeae Ep al Fep gi op ee al A pea a sal reper Aer la mep dr mida a FL Apia pl Era Ao la Dala cz ray EIA liada e J 2 T h p PLUE r OL Comae TEEI erie E tien Abes bie al paese A gres j Pie Sb was Page 2 Last Revised 2 27 2009 AssetVWWRORKS Assetmaxx Users M anual APPRAISAI 6 You will be taken to the Login screen Login 10 Ass emu Enter your lagin information User Hames Pace rd Login 7 Enter the Login name and Password that were emailed to you in your Welcome Letter The username is not case sensitive whereas the password is case sensitive 8 Click on the Login link The Welcome screen will be displayed Logout Admin Assat Data Feeds Welcome to ASSE A Weondertul Appraisers OSSETMAXS E a gompes ordine fired asset management solution Use the lindos above to etait uiing ASSETMA E or dick hare Lo changa yor Gace We recommend you change your password the first time you login To change the password click on the here link and follow the on screen instructions to change your password The six tabs under the blue banner represent the six main menus for Assetmaxx Each tab is a link to that main menu Admin Entity and database information Asset Asset entry viewing and editing Data Feeds Import and export capabilities Physical Inventory Reinventory using the han
50. dheld scanner Reports Standard and Create your own Reports Page 3 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAJSA HI ADMIN DATABASE SETUP INFORMATION Y our database has been customized with information about your organization users site information building and room tables accounting codes and more To view or modify these tables you would use the links under the Admin tab Logout Admin Asset Data Feeds Physical Inventor Admin USER INFORMATION Edit Users ENTITY INFORMATION Entity Setup USER DEFINED FIELDS User Defined Fields SETUP CODES Site Building Room Setu Setup Codes and Table Maintenance Class Category Setu A Edit Users The User Maintenance screen is used to change a username change a user s email address or other basic information and to set Assetmaxx permissions for that user To access the User Maintenance screen pa Select the Admin tab then select Edit Users 2 The User Maintenance Search screen will appear Click on Search at the bottom of the screen to bring up a list of all users or enter the criteria to bring up the user s you wish to edit ETT Peer Maintenance Phase enter arch Raia Lo arch for urari First ama Last Hama Ermaile Lagin User Status E all Users C Jnactres Orly notre pnh supere E i Post Physical Transfer D Entry E Financial Traner D Vicar E Search 3 The list of use
51. ding will be Pending 9 Your last step will be to go into the Admin menu then Site Building Room setup and then click on Post Building 10 Choose your building and then click Continue to complete the entry Page 10 Last Revised 2 27 2009 AssetVWORKS Assetmaxx Users M anual APPRAISAI To edit a building entry 1 Select the Admin tab Site Building Room Setup then Add Edit Building 2 Click on the building code to the left edit the information then click on Update Logout Admin Asset Data Feeds Physical Inventor New Building Entry Fields marked with are required fields BASIC ASSET INFORMATION Asset Tag 020200 Auto Status Pending Description Acq Date isd Acq Method P Purchased 7 Class 3000 CONSTRUCTION e Extended Description Condition NEW New y Phys Depreciation o Renovation C Yes No Square Footage 0 Basement C Yes No Basement Square Footage lo Quality 80 135 foo of Stories hh Street 1 123 Main Stet ISO Class 1 Frame Combustible Y Street 2 CO Occupancy Type APTM Apartment HighRise Ej City Sample City Framing FPS Fire proofed Steel y State lowa rl Construction Date E Zip lss Last Insp Date ES Basic Asset Information e Asset Tag This field will automatically populate with the combination of the site code and building code You may overwrite this Asset Tag number if desired To auto generate the next avai
52. e saving e g in Excel you could format the row excluding the thousands separator Assetmaxx will not create new Class Codes or Condition Codes during an import Verify that all Class Codes and Condition Codes used in the import file have been created in Assetmaxx using the Setup Codes and Table Maintenance function BEFORE performing the import Page 76 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI XVI APPENDIX E CONTACT US Technical Support Unlimited technical support is available to Assetmaxx users The fee for support is included in the fixed annual subscription fee Help Desk support is available to all authorized users and is open from 8 00 a m through 5 00 p m CST Monday through Friday excluding state government holidays The Help Desk is accessible by both telephone and e mail Any telephone calls received after posted business hours will be answered by an answering system with our Help Desk responding the next business day Toll free Technical Support 1 800 876 0350 Available M F 8am 5pm CST Email crystell palmer assetworks com Page 77 Last Revised 2 27 2009
53. e selected te adjust the funding of 4 assets Ester the information below ond clack Submit to confien thls fund adjustment GENERAL TRANS A CTAON TROPA Tia Trafic et tei cake Rite Ea petanen Comment AEW FLOWS ALFARA FICHAS Submd 9 The list of assets meeting your criteria will be displayed Page 47 Last Revised 2 27 2009 Assetmaxx Users M anual Aral Fund Adjustment List as COL El ACA 05 CEC m a e ds Ceo nm mcHl 16 1 Select All Ascot Ta Site Bulding Room Desoriptins i m m ASS etVWaR KS Tha Ta Ta PIPA MACHINE Pal SIP E STETEN COMPUTER YR ONITOR SvETERM COMPUTER WAHONO Deak 72 X 36 natural oak mrih a right return Submit Kesel 10 Select the assets to be transferred by clicking in the box to the left Choose Select All to transfer all the listed assets 11 Click on Submit 12 Confirm by clicking OK in the message box The funding for 4 assets Wad successie adjusted Click bere to adjust thee funding of additional aftes 13 A screen confirming the transfer and the number of assets transferred will be displayed Click on the underlined link to perform another mass transfer Page 48 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL IX DATA FEEDS Data Feeds IMPORT EXPORT e Comma Delimited Text txt e Comma Delimited Text txt e Excel csw e Excel csw e Building Comma Delimited Text txt e Building Excel csw
54. ed Fields Import and Export Capabilities General Notes 1 Case Sensitivity Since computer alphabetizing sorting is case sensitive an item typed in all caps will sort below that same item typed in lower case you should be consistent in entering data the simplest method is to enter all data in all caps 2 Date Fields Date fields require this format MM DD Y Y Y Y note that a four digit year is required Date fields also have a calendar icon to the right of the field In some cases you will be required to use the calendar to enter a date double click the icon and select the date 3 Timing Out Once you have logged onto the database if you are not active saving or loading screens for 30 minutes you will be timed out and returned to the login screen When this happens simply log in again and select your next function Page 1 Last Revised 2 27 2009 AssetWOoORKS Assetmaxx Users M anual APPRAISAI I ACCESSING YOUR DATABASE LOGGING IN You can access your Assetmaxx database from any computer that is connected to the Internet l Ze 3 4 J Log onto the internet using your usual connection Open your browser Internet Explorer Netscape etc Go to http www Assetmaxx com Hit lt Enter gt You will see the Assetmaxx home page Click on Login to Assetmaxx in the lefthand frame cee a ei ces ee ee se ma aM c El dary ae E Pie l Pky ER
55. entory B Physical Inventory Import To upload the results from your physical inventory back to your Assetmaxx database N e Select the Physical Inventory tab under the blue banner Select Physical Inventory Import zip from the list Enter the path and name of the reinventory file for import or click on Browse to select the file from your computer See Scanner Reinventory Manual for instructions on creating and saving the reinventory file to your computer Click on Upload The file will be uploaded to your Assetmaxx database depending on the extent of the reinventory this may take a few minutes When the file is uploaded the following screen will be displayed Page 56 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL Reporta IE Physical Inventory All sgets were Imported carrectly Press Miss ts to va or mdt Reinventore Data View Data The physical inventory file has now been imported for further review The changes have not yet been applied to your Assetmaxx database You will conduct a final review and acceptance of the data in three steps 1 Additions review and accept new assets and any new locations or departments added in the field 2 Transfers review and accept transferred assets assets inventoried in a different location or a different department 3 Disposals any assets not found during the reinventory will be displayed for possible disposal C Physic
56. er system enter that amount here Otherwise leave blank e Manufacturer Up to 35 characters Enter the manufacturer of the asset not a required field e Book 1 Depr Date If an accumulated depreciation amount is entered in the Book 1 Accm Depr field the date that depreciation was last calculated through should be entered here e Model Up to 25 characters may be entered e Book 2 Accm Depr If you would like track a second depreciation schedule for this asset enter the second method s accumulated depreciation here e Serial Up to 50 characters may be entered e Book 2 Depr Date If an accumulated depreciation amount is entered in the Book 2 Accm Depr field the date that depreciation was last calculated through should be entered here Physical Location PHYSICAL LOCATION Site 03 MAIN OFFICE Y Building 02 MAINTENANCE OFFICE gt Room 0003 Lab e Site Use the pull down to select the site where the asset is located or type the code into the field e Building Use the pull down to select the building where the asset is located or type the code into the field e Room Use the pull down to select the room where the asset is located or type the code into the field User Defined Fields USER DEFINED FIELDS Invoice No Maintenance Record Custodian Ce Connie s field UDFName5 UDF Name 6 UDF Name z o UDF Name 8 UDF Nameg o UDF Name 10 e Up to 35 characters may be entered For each
57. es or Cancel to cancel your changes Page 33 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL D Performing a Mass Asset Transfer To transfer a group of assets from one location to another or from one department to another pa Select the Asset tab then Mass Asset Transfer 2 The Basic Search screen will be displayed Enter the criteria to choose the assets you would like transferred 3 The Mass Asset Transfer screen will appear The number of assets meeting your criteria will be listed You will have the opportunity to view and select from that list in the next screen Mars Assel Transfer Type Tos have selected Es transfer d assets Enter the information belem and cick Submit to Contin thie tramelher GENERAL TRANSFER INFORM NOA Transfer Date Teo ES Reference Ho Cantar ni TRAASFE TYRE ARO DESTINATION Site site abie Rem Baildirg E Renai n CO peparinacabls i ti ee p mn TE Submit 4 Change the transfer date if you desire a previous transfer date Enter Reference No and Comment if desired 5 Select whether this is a location transfer or a department transfer by clicking in the appropriate radio button Enter the new location or department information 7 Click on Submit a Asset Transfer List Trane ee 05 STETEM COMPUTER WHONITOR E 000483 os 0501 Tin SYSTEM COMPLITR YWHONITOF M 000464 us as T LASER PRINTER COMPUTER E 000405 5 0501 Tin SYSTEM
58. et Basic Asset Information will be displayed This information cannot be edited from this screen Logout Adm n Asset Dota Feeds Physical Inventory Reports Add Repair Record Felds merosd with are required fields BAST ASSET INFORMA io Acent Tag CooL Attached Tag WS 2 Aca babe 71 91 1998 Current Shabusz a STATLER COMPUTER ErH BITOD El Condition S000 HORMAL MEAR TEAR pal Hanatactures GATEN AY Bite CS GOVERNMENT CENTER a dal E 5100 Euvildinag ji CITY HALO PUBLIC SAFETI Serial DORE Sees Emm TO THAGUGHGUT BLILOIAGAETRAUCTUEE Drigimel Total Cost 2136 99 Book Pepreci tton 2130 90 Replacement Lost a2i56 05 Book Deprecianiton 2136 56 REPAR DETAILS T ti deta oe Enan ES reference Ho Comment Repair Daie mna ES Jib No Descriptioa Labor Cect too Coe To T mercet Im Continue Reset Page 35 Last Revised 2 27 2009 AssetWOoORKS Assetmaxx Users M anual APPRAISAI 3 Under the Repair Details heading the following fields are displayed e Transaction Date The system defaults to today s date the date the repair record is being entered Change the date if necessary e Reference Number Not required If you wish to track this repair with a reference number enter that number here Comment If you wish to enter a comment you may enter it here Repair Date Enter the date the repair was made Job No Optional Enter the job number 1f desired Description You must
59. et estimate vs actual can be changed on this screen Page 30 Last Revised 2 27 2009 AssetWaoRKS Assetmaxx Users M anual APPRAISAL Edit Posted Asset Fields marbad with are required heal de RASC ASSET INFORMATION Atmel Tag mimi aiii L Description ESS TE COW PUT ER 40rd TOA FHanutacbarar HEAD gt Shale Aa Model CLENT FRO E Conditiga GO HORMAL WESA TESA Serial A 11593951 9 00 Ara here 101 1964 Ascend Gate Mina PS Acq Hathed P PURCHREED E Clase 1900 COMPUTER EQUIPMENT mika 05 GOWERHMENT CENTER Atteched Anssi Bullding 0501 CITY HULA SAFETY Yendo Room TA THROUGHOUT BLOLDINGSTALETURE tec Reta OOOO Asset Photes View Pioie luso Peto DopyFund Accounting INSURANCE UssrDete Maintenance Enplacemert Cow 1350801 ot Da o Value Last Updated 12101973 Exc lusts Areas ho Aches Cash Taise hoo Replacement Co as Bec lua 1200 00 Continue Reset e Insurance the fields that can be edited on this screen are replacement cost exclusion amt and actual cash value gout Admin Assit Date Foods Plepcical ler anar T Edi Posted Asser Fides mark ed ah re repars kje BAC ASSET FORA FICA AA TA 00005 Quantitep L Desecripliza Aro EM COMPU TER ay 004 TOR Manufar iurer HAA akan Actress Padul nro oo Conditiza EDOO NORMAL ESA TERA ll arial e La ma Aca abe Cri 00d Hd bea Bereleri bata nma ES Acq Hethod PF PURCHASED E Clas 1300 COMALTEA EQUIPMENT Hr CE GOEI
60. g if you would like to open the file or save it to your computer Choose Save and enter the location where you would like the file saved Click Save The file will be downloaded to the location you specified in a zipped compressed format Page 52 Last Revised 2 27 2009 Assetmaxx Users M anual Asse WIR KS C Exporting Data Buildings File Assetmaxx will allow the export of your building assets data from your database to a standard file format txt or csv To export a file of building assets from Assetmaxx l Select the Data Feeds tab under the blue banner 2 Under the heading Export select the appropriate file type from the list either A 8 Building Comma delimited text txt or Building Excel csv The Field Selector screen will appear To export all fields in the database click on the Select All link To export a specific set of fields highlight the first field to be included in the export file from the Available Fields box on the left Click on the right arrow to move the highlighted field to the Selected Fields box Repeat steps 4 and 5 for all fields to be included in the export file The order selected will be the order of the fields in the export file Building Field Select So muleted Depreciehon Book 1 Asoumuleted Depreciation Book 6 uistion Cee 7a Sgun Method cua Cash value lerm Codes 4 erm Descriptions 4 fase Descnpion Asco Status E sed Tag Humber Sasem
61. he Admin tab then Setup Codes and Table Maintenance then Rooms 2 If you would like to change a room entry click on the room code on the left then edit the information and click on Update 3 To add another room to the table click on the Add Another link at the bottom Room Aalntenance Plesse anter tha Folloming formation ard click the dnd button ta add the Raam to tie AESETHAAH da abari Pome cm Codo hada Description falling Add 4 Enter a room code and description for the new room 5 In the Building field select the building where the room is located 6 Click on Add at the bottom 2 Modifying Financial Classifications a Fund Types Fund Types are used to group funds together for financial reporting purposes This allows you to distinguish between fund fixed assets enterprise internal service etc and Page 15 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL general fixed assets Generally two Fund Types are recommended Governmental Activity and Business Type Activity You may create other Fund Types if desired To modify the Fund Type table 1 Select the Admin tab Setup Codes and Table Maintenance Fund Types 2 If you would like to change an existing Fund Type entry click on the code at the left modify the information then click on Update a Fund Type Cedex To adta Ford Tyros dick on the bnk in the lu To add 3 n2 Fund Type diok the dak another Sieh Edom
62. ick on the asset tag number of the first asset to be edited The Transfer Asset screen will appear Logout Adin Asset Dota Feeds Physical Inventory Reports Transfer Assel Feeds malaj with are requred held Basic ee een sat Tag Cir lege Tag Description Se Date 01471 ae prrent Sta toes Achve LASER PROMTER COMPUTER 2 Condition Boon ere Trans Date om O Roforcace mo Conmont LOCATION TRANSFER Site DS GOVERNMENT CENTER Gibo MEN GOVERNMENT CENTER Building DEV CITY HALLAPUBLIS EAFETT Building 0501 OTY HALL FUBLIC SAFETY oon 1 0 THLOUSHOLT BUILDINGSTRUCTURE Room TO THROUGHOUT BUILOIMGSTALICTURE DEPARTMENT TRANSFER Currit Dopartnants Dept Ti Actwity Dap arthacad Ty DEVELORAENT SER ICES PLANNING 100 001 GENERAL GOWERMMENT SERVICES 501 DEVELOF 100 00 Continue Reset Transaction Date Enter the date the asset was transferred Reference Number Not required If you wish to track this transfer with a reference number enter that number here Comment If you wish to enter a comment reason for transfer for example you may enter it here The current location and department information for this asset will be displayed on the left Enter the new Location information and or the new Department information When you have completed entering your changes click Continue at the bottom of the screen You will be prompted to confirm your changes Click on Yes to confirm chang
63. ilding Room Setup then Add Edit Building 2 Click on the Add Another link at the bottom The Building Maintenance screen will be displayed Building Maintenance Pesce enter the folosing riinan ered click the dat button t add de Bulking to tha ASSET dabob ao Paitin Codo i ooo Halting Description Farmacia Gane et if han Gres Coty Fannie City 5ipte cra rap fasan lasured Insyraace Tracking E Diane Accounting Tracking a SOME USERS MAF WISH TO SPECIFY ESTA FED CLASS CATEGORY VALUES WHEN ENTERA BULLS IRFOATAA MON E YEM A PAE SLU STAU PURE SELF JS AUT WT RED YOU MAF SPECIFY MOSE ESTIMATES BELOW OR LEAVE THER ZERO Contents fioocoooo Contents Exclusi n naa Epa pan EDP Enclusian TS PITO ooo FITO Exclesion 0 00 Inland Harina aat Inland Harina Exclesion E m Wehecles aan mebicios Exc lumen na Other fimo Other Emclus eon TS Add 3 Enter the information for the new building 4 If desired enter estimates for the values of the class categories Contents EDP Electronic Data Processing PITO Property in the Open Inland Marine Vehicles Other 5 If desired applicable enter the exclusion amounts for each that is the amount that would not be insurable 6 Then click on the Add link at the bottom 7 The New Building Entry screen will appear As noted any field marked with a red asterisk on the screen is a required field and must be filled in 8 You will continue through several screens and then the buil
64. ing Assets Assetmaxx will create a new depreciation schedule for the asset based on the corrected acquisition date class code quantity or total cost D Making Single Asset Fund Adjustments To change Fund code s assigned to an asset pa e Select the Asset tab under the blue banner Under the heading Financial Adjustments select Single Asset Fund Adjustments from the list The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for editing See Appendix B for help on using the search screens Click on Submit at the bottom of the screen Click on the asset tag number of the first asset to be edited The Asset Funding Adjustment screen will appear Asset Funding Adjustment Filda markad wih ara rapared falda BASE ASSET IMPORTA ION Aita 0d 4 El Attached Tag Ace Date cL 12 ooo Current Sle Acia LASIT PRINTERE COMPUTIZ de Condition GOOD HORA AL WELR TEOR PHYSICAL LOCA MON Sake 05 SONEAMHENT CENTER Bay idin g 0501 CITY HALL PLUALIC SOPETYT io aint TY THRGUGHSAUT BILOG STRUCTURE FUND ADU MEAT Transaction pp Reference le AGA 6611 2008 EE je Tommet 001 GEREF AL FUR Continue Reset Basic Asset Information and Physical Location information are displayed on the screen No fields can be edited in these sections Fund Adjustment information is displayed at the bottom of the screen Fields shown are e Trans Date The system defaults to today
65. is list reflects all assets fitting the criteria on the search screen all assets in Site 05 in this example that were NOT found in the reinventory nae Page 59 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL 10 11 a E Admin Asset Geta Fests Physical Invante Reports Physical Inventory Disposal List Dispos oF an asset indmiduall by click the asset tag link or perform a Mess operation by setting the radio buttons acd clicking Submit Ebert Date for Disposala Leare Leave fending Dispose obre sE States Site Bulbdin Description fo Fo E 0005 fed Activa 05 0505 TAS CTS Te COMPUTES WHONDTOS fe e oooses Activa 05 0505 Tho MACHINE FACSIMILE I 00050 Acove 03 0503 TA STSTEM CORPLTER WANT IS T 00057 Aobve 05 0305 Ts SYSTEM COMPLTER WAONA fe r B 00055 Activa 05 0505 THe DESE WITH PETLER Wood fe i T 000507 Adve 05 050 To DESK WITH RETURN OOD z r r OOS Th Aiye 5 0506 TA DIESE WITH FETURA ooo i 5 000571 actue OF 0505 Tes DESK WITH RETURA WOOD r Anner rhim ne Mene TA i EGF COIR AO TFE For each asset select the operation to be performed To select an operation for all assets on the screen click on that operation s button in the blue header By selecting Leave Pending no changes will be made to the asset in inventory and the asset will remain in this area allowing you time to research that asset By selecting Dispose the asset will be disposed with a default D
66. isposal Method of Other and a default Comment of Not Found in Physical Inventory To remove the asset from this area and leave the asset in active inventory select Leave Active When finished selecting the operation for each asset in this list click on Submit at the bottom of the screen At the prompts confirm that you understand the assets marked for disposal will be disposed and that this operation cannot be undone 12 The screen will display the operations performed Logout Admin Asset Data Feeds Physical Inventory Reports Physical Inventory Asset Disposal Status The status of asset tag 011101 has successfully been changed Click here to dispose another asset 2206280076 has been added to the inventory 2206280077 has been added to the inventory 2206280078 has been added to the inventory 2206280079 has been added to the inventory 2206280080 has been added to the inventory 2206280081 has been added to the inventory 2206280082 has been added to the inventory 2206280083 has been added to the inventory The status of asset tag 2206280084 has successfully been changed Click here to dispose another asset The etstice af secat tan PONE PANNE hae cmnracetilla haan ahanaad Cliel hara ta dienacea snathar secat Page 60 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI XI REPORTS Logout Admin Asset Data Feeds Physical Inventory Reports Reports Tables
67. lable number click on the Auto button e Status No user entry required new entries will be given a status of Pending e Acquisition Date In the format MM DD YYYY enter the date acquired and placed in service e Acquisition Method Select the acquisition method from the pull down list to the right of the field e Class Use the pull down menu to select a Class or type the code into the field Note that the Class code will determine the life expectancy of the building see section regarding Class Code Setup e Description Up to 120 characters no commas or double quotes e Extended Description An additional 256 characters for description may be entered by clicking on this link e Condition Use the pull down to select the condition of the building e Phy Depreciation Enter a percentage to represent physical depreciation of the building e Renovation If any renovation has been done to the building which would significantly affect its value including repairs to improve condition click on Yes here If the building is effectively as constructed click on No here e Square Footage Enter the total square footage for the building e Basement If there is a basement click on Yes Page 11 Last Revised 2 27 2009 Assetmaxx Users M anual AssetWORKS Basement Square Footage If there is a basement enter the square footage here Otherwise leave at 0 Quality If the building is of average construction quality ente
68. le Click on the Asset tab then Edit Pending Asset Click on the asset tag number to be edited _ Logout Admin Asset Data Feeds Physical Inventor View Posted Asset BASIC ASSET INFORMATION Asset Tag 000003 Quantity 1 Description SYSTEM COMPUTER Extended Description Manufacturer TANGENT Status Active Model CHPO104 Condition GOOD NORMAL WEAR TEAR Serial N A Acq Date 01 01 1999 Received Date 01 01 1999 Acq Method P PURCHASED Request Asset Action Class 1900 COMPUTER EQUIPMENT Depreciation Schedule Site 65 L E DIERUFF HIGH SCHOOL Attached Asset Building 6501 L E DIERUFF HIGH SCHOOL Yendor Room 106 106 Doc Ref Asset Logs amp Photos gt Quantity Tag Status Location Department Fund Photo DEPT FUND Accounting Insurance User Data Maintenance 1100 REGULAR PROGRAMS ELEM SECONDARY 100 00 01 GENERAL FUND 100 00 You may edit any field of this pending asset In order to force Assetmaxx to create an entirely new depreciation schedule for this asset make sure the Accumulated Depreciation fields Book 1 Accm Depr and Book 2 Acem Depr Page 45 Last Revised 2 27 2009 Assetmaxx Users M anual Asse WIR KS are set to 0 00 and the Last Depreciation Date fields Book 1 Depr Date and Book 2 Depr Date are set to the acquisition date or are blank 12 When the incorrect fields have been corrected click on Continue at the bottom of the screen 13 Post the asset using Asset Post Pend
69. ll down menu If you are partially disposing an asset select Partial Disposal as the disposal method e Doc Ref No Enter a document reference number if applicable e Auth By Enter the name of the authorizing party if applicable e Proceeds If any proceeds were realized from the disposal salvage sale etc enter the amount here If no proceeds were realized enter 0 e Sale Cost If there were any costs associated with selling disposing the asset e g cost of running a For Sale ad enter those costs here If none enter 0 e Disposed If Partial Disposal was selected as the disposal method enter the percentage of the asset to be disposed You must first select Partial Disposal as the Disposal Method in order to edit this field Click on Continue at the bottom of the screen B Mass Disposal of Assets If you have a group of assets that need to be disposed of in the same way with the same comment and the same effective date you may be able to save time by performing a Mass Disposal To mass dispose assets k De Select the Asset tab then Mass Disposal The Asset Selector Basic Search screen will appear Enter criteria to find the asset s for disposal See Appendix B for help on using the search screens Click on Submit at the bottom of the screen The Mass Disposal Confirm screen will appear and will identify how many assets met the criteria you specified in the Search Screen You will have the opportunity t
70. ly different search screen Enter criteria for your report See Appendix B for help on using the search screens Click on Submit at the bottom of the screen 4 The selected report will display in a separate window This may take a few seconds depending on the size of the report the size of the database and the speed of your internet connection Page 64 Last Revised 2 27 2009 AssetWroORKS Assetmaxx Users M anual APPRAIBAI G Building Reports Building Reports Table 12 Building Summaries 3 Building Details 3 Detail Edit Report Plot Plan Report Insurance Value There are twenty one pre designed Building Reports To generate one of these reports pa Select the Reports tab then Building Click on the link for the desired report 3 The Building Search screen will appear Select options to filter the buildings to be included on the report if desired Click on Submit at the bottom of the screen 4 The selected report will display in a separate window Building Detail Reports are further broken down as shown below SS a ho Logout Adman Asset Data Feeds Physical Inventory Building Details Reperty 2 Bilder Gatads Budding Detsi No Pagie 1 Building Osta Contents Value Budding Details Cantante Waua Ho Pagire Suldog Detalls Property in the Open Bulding Detail Property inthe Open Mo Paging The paged reports allow you to view the Building Det
71. n Descriptio GOVERNNENTAL aoTIvIT Ace BLACHE SS TrPE ACTIVITY Acha Lied Unknown Acha Add Another 3 To add a new Fund Type click on the Add Another link at the bottom 4 Enter a code and description for the new Fund Type click on Add at the bottom Logout Adin Asset Data Feeds Physical Inventory Reports Fund Type Code Mamienance Plema amiar the Folosing ifecmeation ered click the Ac butan to add toe Fund Troe tothe 05S TMLO0 r database Fund Type Code Fari Type Description Add b Funds The sources of funds through which assets are acquired should be identified and included in the Fund table To modify this table 1 Select the Admin tab Setup Codes and Table Maintenance Funds 2 If you would like to change an existing Fund entry click on the code at the left modify the information then click on Update Page 16 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL Fund Codey To adri Ford Code dick on the link in due Coda column To add 3 nes Fund Code choke on the dos dnoter buon bekes Fuad Code Fund Gescrigtioce Fund Tyoe Code Fund Tyoe Description ani GENERAL FUND 1 GOVERNMENTAL ACTIVITY Activa 410 WOTER Na sTEWATER FLIP 2 BUSIMEES TPE ACTIWITT Achyve UEH Unknomn MAT Linton Activa 10 LU MERC LEN Linc nective Add Another 3 To add a new Fund click on the Add Another link at the bottom 4 Enter a code and description for the new Fund select the Fund Ty
72. ng Assets bat LawL IBA Lara LIA m Maind OM223 ET SO0M223 Select All Continue Reset d Dispose Building To dispose a building which has been sold or destroyed 1 Select the Admin tab Site Building Room Setup then Dispose Building 2 Click on the building code of the building to be disposed Page 14 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI Dispose Asser Fildes mara wih ara ra pared falda BASIC AS SEF IMPORTA To Asset Tag Law LIBA Attached Tag Teescrention Acg Date 01 05 2004 Current Stabas Acie Library Condition tee Ham Hanatactuser cha Lae Lom Campus Hadal Bwildirg LIER Lew Library Geral 2 Haam midi muli Total Cst 1099 0 00 Bonk Depreciation 40 00 Replacement Cost 155700 00 Amok Dapre intin 40 00 DOISPOSAL DETAR E Hew Status Depcosed Efectiva Debe MA OE Mistery Date Mia Referee Ha in pa ree et lechoped by Fire Disp Hethad 0 Cee Dec nef Ath By Process fi on Tost ef sale D0 Glen ose o Continue Reset 3 The Effective Date will default to today s date Enter the date the building was taken out of service this date cannot be changed once the building is disposed and will be shown as a disposal on the accounting reports for that fiscal year 4 Enter a comment for the disposal required Select the appropriate Disposal Method from the pull down list 6 Click on Continue a e Add Edit Rooms pl Select t
73. ng Description Acq Date si Ez Acq Method P Purchased Class 1000 Land Easements and Right of Ways Extended Description Quantity it Total Cost bBo Attached Tag o Replacement Cost bo Condition New New fh Exclusion Amount bo endor Actual Cash Yalue ooo ti Doc Ref Co Book 1 Accm Depr 0 00 ti Manufacturer A Book 1 Depr Date Ez Model Book 2 Accm Depr bo Serial a Book 2 Depr Date ss Es Basic Asset Information e Asset Tag Enter the tag or unique asset number up to 15 characters To auto generate the next available number click on the Auto button e Status No user entry required new entries will be given a status of Pending e Acquisition Date In the format MM DD YYYY enter the date acquired This date is used for depreciation calculation purposes e Acquisition Method Select the acquisition method from the pull down list to the right of the field e Class Use the pull down menu to select a Class or type the code into the field e Description Up to 120 characters commas and double quotes not allowed For consistency and ease of reporting enter the generic name of the asset first then any features or characteristics of the asset Do not include manufacturer model or serial number in this field Example DESK EXECUTIVE e Extended Description An additional 256 characters for description may be entered by clicking on this link e Quantity The system defa
74. o eee eaten ean eee pin 22 A RN 22 B Entering a New Asset from Template oooocccccccccnoooonnncnnnnnnnononnonnnnnnnnnnnnnnnnos 25 Ca Fans Pending ASS lili 26 DE Posins PNG ASSeIS eseese e ee ASe EEEN EE Zi V Maintaining and Transferring SSEfS ooooonnccnnnnccnonnnoonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnncnnnnnnos 28 Pre FEC POSTS C0 a toe coecten ie ere cacao tan neceesecacoun ie caco ala 28 B Changing an Asset Tag Number ooonnnnnnncccnnccoonncnnnnnnnnnonnnnnnnnnnnonononnnnnnnnncnnnnnnnnnnnns 32 Os Bache a a A a a E ener renee er nein er reer 33 D Performing a Mass Asset Transfer ccccccccsssssseseeccccccsaeeesseeeccccessaceessseeeeees 34 E Managing An Asset s Repair RecordS ooooccccncccncconoooncnnnnnnononnnnoncnnnnnnnnnnonnnannnnos 35 1 Adding a New Repair Record oooccccnccccnoconnncccnnnncnnoncononoconncnnnnononnaconnnnncnnns 35 2 Modifying an Existing Repair Record oooooooonncccnnnnnncnnnnocnnnnnnnnnnononanoncnnnnnnnos 36 VI Supervisor MUNN ONG mesial line codiona sabia 38 A Updaatine Replacement CO Susi iii 38 B Purging Pending ASSets cccccccccccccseessssseecccceseaeeeseeecccceessaeeeseeeeeeeeesaeeeesses 38 Y Oc ar A Ko cae os 39 A Viewimeg Asset AAA 39 B WIC WANE SSC LO A R A 40 C Viewing Asset Depreciation Schedules ooonccncccccnnnnoonnnnnnnnnnnnnnnonocnncnnncnnnonnnos 41 D Reqg esting an ASSCEACUION serranas 41 NIE Paranal Pus COS tacita E NE
75. o view and select from a detailed list in the next screen Mass Disposal Confirm You are ethemating to disposs of O assetis If roe wish to cantiaue enter the aformation below aed click Sebmit Fields marked with are required fields DEPOSAL DET AS Hep Staips Dappad Effective Gabe TE a History Date 00d Refereece Ma Compre Disp Method P Patial por Ref A Auth By di Disposead E I gaa choise Entre Errar oF Partial Disporsal ac yaur Mepecal methed a isppred asset ell be crested with the an asset tag namber comertced of the orhgimal asset tag namber followed by EE a PD respectively The original asset s shatas will be changed to Pending You may want to dlear pest your pending assets before mass dispesina by Entry Error or Partial Dispozsal Submit Page 43 Last Revised 2 27 2009 Assetmaxx Users M anual 9 10 Enter a comment for the disposal required e g Sold at Auction AssetWORKS Enter the effective date of disposal 11 Select the Disposal Method from the list 12 Enter Ref Doc Ref and Authorized By if desired 13 If Partial Disposal was selected enter the percentage to be disposed 14 Click on Submit Logout Admin Asset Data Feeds Physical Inventor Mass Disposal List Dispose AssetTag ET Building Room Description E 000129 05 0501 T O RECEIVER SATELLITE E 000169 05 0501 T O CHARGER RADIO BASE E 000170 05 0501 T O CHARGER RADIO BASE E
76. ods Depreciation Datel MM DD YYYY 10 Depreciation Date2 MM DD YYYY 10 Letters numbers spaces hyphens slashes Document Ref x 15 colons and periods Must be in format and cannot be greater Exclusion Amount H 4H 14 than 9999999999999 Fund Code x 4 Letters numbers colons and periods Letters numbers spaces hyphens slashes Manufacturer x 35 colons periods also amp and Letters numbers spaces hyphens slashes Model x 25 colons periods also amp and Letters numbers spaces hyphens slashes Physical Description x 120 colons periods also amp E and Quantity 5 Numeric value 1 99999 whole numbers only Must be in format and cannot be greater Replacement Cost HHH 14 than 99999999999 99 Letters numbers spaces hyphens slashes Room Code x 15 colons and periods Letters numbers spaces hyphens slashes Serial x 50 colons and periods also amp and Letters numbers spaces hyphens slashes Site Code x 10 colons and periods Page 75 Last Revised 2 27 2009 AssetVWWRORKS Assetmaxx Users M anual APPRAISAI O Assetmaxx Import Fields conv Max Import Fields Format Characters Comments Letters numbers spaces hyphens slashes UDF1 UDF Name 1 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF10 UDF Name 10 x 35 colons periods also 1 amp E and Letters numbers spaces hyphens slashes UDF2 UDF Name 2 x
77. osting new assets are separate functions and require different levels of security This allows a supervisor to review the assets before posting The Pending Assets area is a temporary holding area that allows you to key in your asset additions and then review the information before it is posted to the permanent file Assets can remain in this area indefinitely until all of the required information has been filled in Asse Entry amp Maintenance ASSET ENTRY amp POS TINA POSTED ASSETS a y Ber ont e J toe EL Erom lero late 5 Das Lo Edi Fendi fal As Depreciation Sebas Post Pending Armata aquest Amei Ach MANTENANCE amp TRANSFERS FINAL ADS MENTS Edit Posted Ascat ay ae Han Lira i aire i E Entro Error Adjurbraert a Ages fast Trereter Se Au mnj Adumanis e Hangga a pat Fepair Escri Mes Fund j pete PERIOD PLAC TOA Uplate Raglgearent Coste Urge Penco Of et A Entering a New Asset To enter a new asset into your database 1 Select the Asset tab then New Asset 2 The New Asset Entry screen will appear As noted any field marked with a red asterisk on the screen is a required field and must be filled in Page 22 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI Logout Admin Asset Data Feeds Physical Inventor New Asset Entry Fields marked with are required fields BASIC ASSET INFORMATION Asset Tag ss Auto Status Pendi
78. ou must use Entry Error Adjustment to place the asset back in pending Received date If you would like to track when the asset was received e g for watranty purposes enter that date here Acq Method Can be edited here Edi Posted Asset Fade marsj wath ars required fields BASIS ASSET INPORIMA TA Aswet Tag 000019 ipanatity i Descrptisn SYETEM COMPUTER WNOHITOR FHanetactuecr was Status Diye Hedel CLIENT PAD OOO Cosdi on Serial 15505191004 ng Date 01011939 Received Gate tins OS Acg Piethod F FURCHASED Class 1900 COMPUTER EQUIPMENT Site 05 GOVERNMENT CENTER Attacked Aceet OOOO Belli 0501 CITT HOLL PUBLIC SAFETY Feeder henna TO THROUGHOUT BUILDIME S TRUC TURE Dar Rera Actet Photos Yipa Fheis Upload Photo DEPT RUA 4ccouning Insurance Licor Das Meimanenca ds parten at CEA Fur TOD ERGIMEER RES 100 00 Mi GEMERGL FONO 100 00 Continue Reset Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAI 12 13 e Class code The class code for an asset cannot be changed while the asset is posted To change the class code for an asset you must use Entry Error Adjustment to place the asset back in pending e Site Building Rm The location of an asset cannot be edited on this screen To change the location of an asset use the Transferring Assets screen e Attached Asset Can be edited here Vendor Can be edited here e Doc Ref Can be edi
79. pdating Replacement Costs AssetWORKS will apply the replacement cost trend factors to your database at renewal each year If you have custom class codes then the factors will be emailed to you with instructions each year The replacement cost trend factors are based on information and statistics published by the U S Department of Labor They are used to update your insurable values replacement cost on all assets These figures don t affect any of your accounting values B Purging Pending Assets When assets have been entered but not yet posted the assets are pending Upon review of the pending assets the supervisor may elect to purge one or more of these assets To purge these assets from the pending file 1 Select the Asset tab then Purge Pending Assets 2 The Purge Pending Assets screen will appear with a list of the assets that are currently pending 3 Click on the box to the left of each asset s to be purged If all of the pending assets are to be purged click on Select All at the bottom of the screen This will place a checkmark in all the boxes Click on Purge Assets at the bottom of the screen 5 A box will appear with this warning This operation cannot be undone Are you sure you wish to purge these assets 6 Click on OK to continue or Cancel to cancel the operation 7 The Purge Pending Assets screen will display confirmation that the assets you selected have been purged from the system gt Purge
80. pe for this Fund and then click on Add at the bottom a Fund Code Maintenance Please enter tha Folosing formation acd click the Act button to add he Fund ho the QSAR database Fond Code l Fond Type r Fond Description Add c Activities Activities also known as Functions or Programs are groupings of departments To create Activities programs for your database 1 Select the Admin tab Setup Codes and Table Maintenance then Activities 2 Ifyou would like to change an activity entry click on the code to the left edit the entry then click on Update 3 To add a new Activity click on the Add Another link at the bottom 4 Enter an activity code and description for the new activity Click on the Add link at the bottom Activity Mainienance Plesna enter tha Folloming mfermmetion ard click the 4c buttan to add the odry in the SESETA OES cata bha Activaty Code Activety Desc ripio Page 17 Last Revised 2 27 2009 AssetVWROREKS Assetmaxx Users M anual APPRAISAI d Departments Departments are not physical locations but financial sub classifications of Activities For instance under the Public Safety Activity there could be departments for Police Animal Control etc To modify your Department table 1 Select the Admin tab Setup Codes and Table Maintenance then Departments 2 If you would like to change a department entry click on the code to the left edit the entry then click on Upd
81. r 100 For above average e g marble columns etc enter an appropriate percentage above 100 For below average enter an appropriate percentage below 100 of Stories Enter the number of stories including basement if applicable ISO Class Use the pull down menu to select the appropriate ISO construction type class Occupancy Type Select the building s occupancy type from the pull down menu Framing Use the pull down menu to select the framing for the building Construction Date Use the calendar to select the date the building was constructed Last Inspection Date The date of the last building inspection can be entered here USER DERNED PELDE UDP Hace 1 UDF Hare F UDF Hame EJ LDF Hame 24 UBF Hara 5 Continue Eesel Up to 35 characters may be entered in each user defined field Asset Departments and Asset Funding Buildings may be assigned to one or multiple activities departments and either one or multiple fund types funds Using the pull down menu select the first activity department where the building is to be assigned The percentage will default to 100 If the building is assigned to only one department leave 100 in the percentage field If the building is divided among multiple departments enter the appropriate percentage amount for the corres ponding department by typing over the 100 The amounts must total 100 Using the pull down menu select the fund type fund The percentage will default to 10
82. r s will appear Click on the Last name not the email address of the user to be edited 4 The User Maintenance screen will appear Page 4 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL User Maintenance Felis marlosd wih are mequired fekk First amo Aon Addrocc i Middle Name Eq Addresa E Last Home Lins City Email Address rayadas em State Employee Mumbe r fi Zip l Fhana FHSS FETAI User Mama hwe Edit Sito Permissions Active A Supereiaoe F Physical Transfer F Pur Y Entry F Financial Transter F view E Update 5 Basic user information can be modified at the top including username the login name used to log in to the Assetmaxx database The User Maintenance screen also contains the user s permissions which will control the functions and sites or departments that a user may access in Assetmaxx The permissions displayed at the bottom of the User Maintenance screen are functional and apply whether you have selected Site or Department permissions You can select any or all levels depending on the access this user should be allowed Appendix A of this manual provides a table showing which functions are associated with each Permission level The security levels are mutually exclusive which means that a higher level does not automatically include lower levels A user should have all levels checked for access to the entire system Editing User Site Depa
83. rate Selected Report at the bottom of the screen 7 The Asset Selector Basic Search screen will appear Enter criteria to filter the asset s to be included in the report See Appendix B for help on using the search screens 8 Click on Submit at the bottom of the screen o Asset Order DCA nO SORT TOF GANGATIOAAY SORT E PELD Soar o z agum Depr Bagh 1 E oom Depr Bole io ooquabon Cash ma Aggusbon Method 0 gt Actyal Cash Value D E Asset Tagged Dabs 10 Condton la Cost Method 10 i Documant Pafaranca D Exclusi n Amant 0 E Lest Modified Date 0 quanthy D Racupt Data lo Reclacement Cost 10 El Sariel Mumbar if e tat in Fo z Tag Murnber 10 e Total Cost Submit 9 The Asset Order screen will be displayed If you would like the report sorted by location site building room click on the Locational Sort button Page 66 Last Revised 2 27 2009 AssetVWVRORKS Assetmaxx Users M anual APPRAISAI 10 If you would like your report sorted by financial classification Activity Dept click on the Organizational Sort button 11 If you would like your report sorted by other field s click on Field Sort Then enter a 1 in the box next to your primary sort field a 2 in the box next to the secondary sort field etc 12 Click on Submit at the bottom of the screen Ad Hee Complete Faport Mama part Trhe Pa Aart Subita Save amp Display Display Only 13 The Ad Hoc Complete screen
84. rtment Permissions 1 If you selected Site permissions on the Entity Setup Screen the link in the middle will display as Edit Site Permissions clicking on that link will allow you to limit the user s access to specific sites Eyer Site Permbrstonsy User trainer lA irani arena Esmplayes Husa ber D STE PERMIS SAS Permission to Gl Gites a FRE STATON ANOPUBUC SAFETY 06 FALH PAA 02 ADAHOKE PARE 0 OTAS PARE 04 STESDHAM CENTER 10 RECRESTONCENTER 05 GOVERNMENT CENTER j WATER PUMPING STATION 11 CRABLAPPFLE RARE 100 11 VETERANS PARE 12 RECRESTIOA COMPLE 13 SUNSET PARE Su banit Page 5 Last Revised 2 27 2009 Assetmaxx Users M anual AssetVWOREKS APPR Aa If you selected Department permissions on the Entity Setup Screen the link will display as Edit Department Permissions and will allow you to limit the user s access to specific departments Eyer Department Permissions User tanry Mam er tantra raring Esmployes Husa ber M DEPARTMENT PERIS SONS Pormugien ta Al Capatrarer m Serlecird Ch E eben ees valla ble E E a TE E a a p 0 COMMESIONLEGELATIVE 103 07 Y CORRA ASOME GAL COJREEL ah 41 GOVERMMENT CEMTER COMPLEX 105 TY MANAGE RECORDAD EYELOP 1 FHRAHCE ADMINISTRATIVE SERALES 201 CITY CLERK 101 ETT Y HSA HAGERC TY MEAGER OFFIC I INSURANCE EFRWKCES 103 FAST Y BILUMG 404 INFORMATION SYSTEMS E 405 HMA RESOURCES 507 DEVELOPMENT SERMCES
85. screen will appear Enter criteria for your report See Appendix B for help on using the search screens Click on Submit at the bottom of the screen 4 The selected report will display in a separate window ro Page 63 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI E Miscellaneous Reports Logout Admin Asset Data Feeds Physical Inventory Reports Miscellaneons Reports Asset Number Physical Location Attached Asset There are three pre designed Miscellaneous Reports To generate one of these reports 1 Select the Reports tab then Miscellaneous Click on the link for the desired report 3 The Asset Selector Search screen will appear Enter criteria for your report See Appendix B for help on using the search screens Click on Submit at the bottom of the screen 4 The selected report will display in a separate window This may take a few seconds depending on the size of the report the size of the database and the speed of your internet connection F System Reports Logout Admin Asset Data Feeds Physical Inventory Reports System Reports Asset Transfer History Log Tracking Most Recent Login There are three pre designed System Reports To generate one of these reports 1 Select the Reports tab then System Click on the link for the desired report 3 The Asset Selector Search screen will appear The log reports display a slight
86. sed 2 27 2009 Assetmaxx Users M anual AssetWoR KS D Posting Pending Assets Once new assets have been entered and reviewed they must be posted in order to show up on standard reports To post any pending assets l Select the Asset tab under the blue banner Under the heading Asset Entry and Posting select Post Pending Assets from the list The list of current pending assets including buildings will display If you have more than 50 pending assets only the first 50 will show Select the asset s for posting by clicking on the box beside each asset to be posted To select all pending assets click on Select All at the bottom of the screen Checkmarks will appear next to all selected assets on this screen Click on Continue to post all selected assets on that screen If you have more than 50 pending assets you must post the selected assets on that screen before advancing to the next screen A screen will appear confirming that the selected pending assets have been posted Repeat steps 2 through 5 for any remaining screens T Description 00102001 WAREHOLEE AO000 Goa is osdi Tra SER WER Page I ofi Select All Continue Kosel Page 27 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL V MAINTAINING AND TRANSFERRING ASSETS A Editing Posted Assets To edit an asset once it has been posted 1 Select the Asset tab under the blue banner 2 Under the heading Mainten
87. ssets or Only Non capitalized Assets 2 Determine the first field for your search Use the pull down menu for that field to select the operator equals less than greater than etc In the text box to the right of the operator enter your criterion date etc 4 Determine any other criteria for your search If more than one criterion is listed the system will only display assets that meet ALL the listed criteria For more flexibility see the Advanced Search instructions in Appendix B If no criteria are entered all assets will display in order by tag number 50 assets per page 5 Click on Submit at the bottom of the screen 6 The asset s that meet your search criteria will be displayed in order by tag number 50 assets per page 99 Page 72 Last Revised 2 27 2009 Assetmaxx Users M anual AssetWoR KS Advanced Search Instructions Logout Adman Asset Dota Feeds Physical Inventory Reports Asset Selector LJ Al Aouad Besc Search ADVANCED SEARCH criterion i Aryen Date 3 ls Greater Tan ar EqulTo 101 210 ano gt Crier 2 a roumdon Date is Less Than or Equal To EA on 3 Crearon Criterion d Crriaricn Crrimrion Errarion T Criterion amp Ernterion 2 criera dd Submit To perform a more detailed search 10 11 Click on Advanced Search from the Asset Selector screen In the top box you can select from All Assets Only Capitalized
88. t 16 If your import file contains a Site Building Room Fund or Department Code s that does not exist on the current tables a resolution screen will be displayed Page 50 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL Import Resulis impor Suctesetal anna mscrtod sueca cal ly Mew locations were entered ato the database from Ese inet Pense verity the accerecy of the location codes toing nethisg will result in the syste assuening they are correct her Sie Bring Ronn Locations Edit Submit 17 To edit a code to match an existing table entry highlight that code and click on Edit Use the pull down list to correct the entry 18 Click Submit to accept your entries A confirmation screen will display any new codes added to the tables 19 The imported assets are added to the pending area for review and posting B Exporting Data Fixed Asset File Assetmaxx will allow the export of data from your database to a standard file format To export a file of fixed assets non buildings from Assetmaxx 1 Select the Data Feeds tab under the blue banner 2 Under the heading Export select the appropriate file type from the list either txt or csv Select one of the first two options not the Building options 3 The Field Selector screen will appear To export all fields in the database click on the Select All link 4 To export a specific set of fields select the first field to
89. tatus Locabioa Department Fund Pholo Bern Ayn Accounting Insurance Leer Date hisimanernca Lhe fea iTA Pant FOO EMSINEERIAS 100 00 001 SENERAL FUNG 100 00 Basic Asset Information is displayed at the top of the screen Link to Request Asset Action allows you to email the administrator about this Link to Depreciation Schedules allows you to view the full depreciation schedules for this asset Asset Logs and Photos are displayed in the center of the screen Asset Logs are grouped by Quantity Tag Status Location Department Fund To view the history of the asset changes in quantity tag number etc click on the appropriate link To view any photo s associated with this asset click on the Photos link Financial information for the asset 1s displayed at the bottom of the screen Financial data is grouped by Dept Fund Accounting Insurance User Data user defined fields and Maintenance repair records To view the financial Page 39 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI information click on the appropriate tab at the bottom of the screen The fields shown on each screen are e Dept Dept Fund Dept and Dept and Fund and Fund e Accounting Depreciation and other accounting information e Insurance Replacement cost Date Value Last Updated Exclusion Amt Actual cash value and Replacement Cost Less Exclusion e User Data any User Defined Fields
90. ted here Asset Photos Photos can be viewed or uploaded from this screen To Upload a photo e Click on Upload Photo Type in the path and filename for the photo or click on browse to locate the file from your computer e Click on Upload In the Dept Fund area the fields are for viewing only To change the department or fund codes and percentages for an asset use the Transferring Assets screen Edi Posted Aster Fabds pekej path are reir felch BATE ASET FORMO DON Atte Tag 00013 Pe y 1 Dim scrip tice 1 TEM COMPUTER LAO 108 Masubechurar jachoH o Status Acima Medel CLEHT PAD Condition S000 HOAMAL WEAFLTEAR a Serial soe ca air 0304 1550 haced iste Mania ES Ace Hethod F FUACHASED 2 Cisse Lon SORPUTEA E OUT PENT TAN A SAIUERRMERT CEXTER AGtacie As mmt Edna 501 CITY HULPUBLIC SAFETY dendor Em TAS THROU GST GLOLGIKSASTRLIC TURE Dar hots Asser Pheos F Wiga Pisto Ligia Finy COspliFurd AOC COURTING rruuranco UsarDade Manenance aan y i Aa cant 20 Ra CHER Soul a ERT Dinpaial Date a Cest 1411 73 Arcam Deeper Desk 1 L Dipal Med ony Cacct 149175 beet Eee Valus e 1 KLE 17 Cake Coa J CoX Mnike tz Arcam pr Essi 2 plies Se Forget o nis 3 Pauful Lita z Font besk talur Essak 7 153 17 Gainflows besi k Full Gapr Gate ith 5aluspe Falue p 00 Cains loss bihi 2 E Continue Resel e Accounting Depreciation and other accounting information Only the cost method for an ass
91. tered the information for the new asset click on Continue to accept the entries for this asset To clear the screen without accepting this asset click on Reset 4 Assetmaxx will prompt you if any required information is missing or if disallowed characters have been used Correct those fields and click on Continue 5 A screen will confirm that the asset has been added to the pending file B Entering a New Asset from Template Templates are time saving boilerplates of standard assets If a template has been set up for the new asset you would like to enter 1 Select the Asset tab under the blue banner Page 25 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRATRAI 2 Under the heading Asset Entry and Posting select New Asset from Template from the list 3 The list of Asset Setup Templates will appear To select the template for the asset you would like to enter click on its underlined code 4 The New Asset Entry screen will appear with the standard information for the selected asset entered Modify the information and complete the non standard fields for this asset 5 When you have completed the information click on Submit at the bottom of the screen Logout Admin Asset Data Feeds Physical Inventor Asset Setup Templates Template Desc Asset Description e lap Laptop Laptop C Editing Pending Asset The pending file is a temporary holding area that allows you to key in your
92. to the list click on Add Another at the bottom Enter a site code and description for the new site Click on the Add link at the bottom Page 8 Last Revised 2 27 2009 AssetVWOoORKS Assetmaxx Users M anual APPRAIDA b Add Edit Buildings The building table allows you to add building location codes and physical building assets To add a building location code 1 Select the Admin tab Site Building Room Setup then Add Edit Building 2 Click on the Add Another link at the bottom and then the Building Maintenance screen will be displayed Building Maintenance Pess ender the flag nirmi md de dk de td bution add e Building to the SET MANY datassa Sa Build Sade Sree Ferra a i Stale Zip liari e Tracker Demed Atoning Tracking EME USERS MAF ASH TO SPEC ESTATE GLASS CATEGOOF VALUES AREY ENTERING ALLE AECA DIGA PWEN TRE BAL Gs STRUCTURE SELF amp MOT SLED WOU MAF SPECIFY THOSE ESTIMATES BELOW OF LEAVE THEM ZERO Canberts LE Comients Exclusian fia EDO CE EDF Colesin i H aro cx FITO Eoinn hm Jelered Farine EE Intend Marne Ear hisia fata ha ar las EX Wehocles Exclasion fata Other EX Ber Exa jm Add 3 Choose the Site from the drop down menu then enter your Building code and description 4 Leave everything else blank and click Add Page 9 Last Revised 2 27 2009 Assetmaxx Users M anual Ass etVWaR KS To add a new Building 1 Select the Admin tab Site Bu
93. ults to 1 change if necessary Any asset with a quantity greater than will not be capitalized e Total Cost Enter the total amount paid for this asset This amount is used in calculating depreciation e Attached Tag If you want to tie assets together enter the parent asset number linked to this asset Example for a monitor to be attached to a computer when entering the monitor as a new asset you would enter the computer s asset number into this field e Replacement Cost For new assets the replacement cost is the same as Total Cost If the item is not new then this is the amount to purchase the same or similar asset new e Condition Use the pull down menu to select the condition of the asset e Exclusion Amount The is the amount excluded from insurance coverage and generally applies to assets at or below the surface of the ground streets parking lots underground plumbing etc Page 23 Last Revised 2 27 2009 AssetVWROREKS Assetmaxx Users M anual APPRAISAI e Vendor Up to 33 characters Enter the name of the vendor e Actual Cash Value For new assets this is the same as Total Cost For assets that are not new enter the perceived value based on the asset s physical condition e Doc Ref Up to 15 characters This field can be used to track purchase order invoice or warrant check number but should be consistent for all assets e Book 1 Accm Depr If this asset has accumulated depreciation from anoth
94. umn the Action column select whether you would like to Edit or Delete the repair record Page 36 Last Revised 2 27 2009 AssetVWOREKS Assetmaxx Users M anual APPRAISAL e Delete To delete click on the Delete link A confirmation box will appear Click OK to delete the record or Cancel to cancel the action e Edit To Edit the record click on the Edit link The Edit Repair Record screen will appear 3 Basic Asset Information will be displayed Edi Repair Record Fide athe wih a a grod okida FASC ASTET IVP ORS TON AEE Tag TL Attached Tag Cheon cra pacar Acg Date 041120Db Current Status Actives FITTI Condition GOOG NORMAL WEAR TEAR Hanafacturer OCE Site 05 GOvERNMEWT CENTER Hada 2055 Bauibdimo 0501 CIETY HALUPUBLIC SAET Serial OS515614 Room TiO THROUGHOUT BULLDOGS TRUCTURE Original Total Cost 3225 81 Hook 1 bepreciation 2150 00 Replacement Cost 5255 61 Besok bepreci ntan 2150 40 REPAIR DETAN S t plese cai memo PS reference Ho f Comment Re pale Date monan ES yom ho zm Descriptina akon mat Labor Cant 120 00 e rta eco Other Cost 000 Cook Continuare Reset 4 Make the necessary changes to the repair record fields 5 Click Continue at the bottom of the screen Page 37 Last Revised 2 27 2009 AssetVWVROIRKS Assetmaxx Users M anual APPRAISAI VI SUPERVISORY FUNCTIONS Supervisory functions include Updating Replacement Costs Purging Pending Assets A U
95. will appear You must enter a name and title for your report 14 Click on Save Display 1f you would like to save a copy of this report format Click on Display Only if you do not want to save the report format for future use 15 The report will be displayed in a separate window I Generating a Saved Ad Hoc Report Ad Hoc Reporting Creale Mew Report l E ciet Rapat EI Generate Selected Reporl Delete Selected Report Once you have saved an Ad Hoc report you are able to run the report with updated information whenever necessary To generate a saved ad hoc report Select the Reports tab under the blue banner Click on Create Your Own Ad Hoc Select the saved report from the pull down list Click on Generate Selected Report at the bottom of the screen The report will be displayed in a separate window ae a A A If you no longer need a saved Ad Hoc Report you may delete it from the list by selecting the report then clicking on Delete Selected Report Page 67 Last Revised 2 27 2009 AssetWORKS Assetmaxx Users M anual APPRAJSA APPENDIX A PERMISSION LEVEL DETAIL 0S Loot ess Admin ee PAE a enttyinfo x User Defined Fields x Setup Codes poof x x xix ESOO ee ee E Oo NewAsset a NewAssetfrom Template Jx l EditPendingAsset x l PostPendingAssets J J X AM a a Transfer Single Asset Ti Mass Asset Transfer ee ix Last Revised 2 27 2009 AssetWOoORKS
96. y Account Property Accounting Ledger with Location Accumulated Depreciation Roll Forward Detail Asset Detail Year to Date Depreciation Summary Entity Net Changes Summary By Fund Year to Date Depreciation Summary Net Changes Summary By Activity Year to Date Depreciation Detail Net Changes Detail Monthly Depreciation Summary By Department Monthly Depreciation Summary By Class Monthly Depreciation Detail By Class OTHER Prior Year Change Detail There are nineteen pre designed Accounting Reports To generate one of these reports 1 Select the Reports tab then Accounting 2 Click on the link for the desired accounting report 3 The Asset Selector Search screen will appear Enter criteria to filter the asset s to be displayed on the report if desired See Appendix B for help on using the search screens 4 Accounting reports will default to All Capitalized Assets at the top of the Search Screen in order to exclude assets below your capitalization threshold 5 Select the fiscal year for your report from the bottom of the Search Screen 6 Click on Submit at the bottom of the screen 7 The selected report will display in a separate window This may take a few seconds depending on the size of the report the size of the database and the speed of your internet connection 8 The report can be printed directly from that window For the clearest display most accounting reports will require ch
97. ysical Inventory Match Transfers To review and accept transferred asset records in the inventory file 1 Select the Physical Inventory tab under the blue banner 2 Select Physical Inventory Match Transfers from the list 3 If any new location or department codes were added during the reinventory those codes will be displayed for review edit and acceptance These codes will not be displayed if they have already been approved in the Physical Inventory Match Additions step Review and edit and accept the new location or department codes as necessary See Physical Inventory Match Additions for details 4 The list of assets to be transferred will be displayed logout Adm n Asset Dota Feeds Physical Inventory Reports Physical faventory Transfer Livi To dividual bantar s saat click tha tag number ink To Hass Traccter select the sete ta beanster by dicking the checkbowes chem click Comtinue 04 Location Hers Lecation Budding Reon Che partedert See Aalis Rom Department T spkong HIGH SCHOOL OL bi d OOO 151 Di d201 Ce Ses C ciki SCHOOL Oo bit 000000 aang 2 didi Ged To chig STORAGE BUILDING me DOE DOOD PARRA fe 0102 m0 Faa C gkg SCHIL 0 6301 poppur F995 03 0401 0000 2299 C caros MIDOLE SCHOOL HS OF 400 000000 4999 64 d li El Select All Continue 5 To individually edit an asset before transfer click on the tag number for that asset Edit the asset as desired Page 58 Last Revised

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