Revise Asset Master(s) Lesson


Asset Master data can be updated as changes to the Fixed Asset occur.  Each fixed asset master must be update individually; however, this process allows you to select multiple records at one time.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Fixed Assets link.

    Step 2
  3. Click the Add Fixed Asset link.

    Step 3
  4. Click the Asset Master Information link.

    Step 4
  5. Use the Query by Example, QBE, line to narrow your search for the Asset Masters to be updated.

    Step 5
  6. Click in the Tag Number field.

    Step 6
  7. Enter the desired information into the Tag Number field. Enter "65N*".

    Step 7
  8. Click in the Location Line 3 field.

    Step 8
  9. Enter the desired information into the Location Line 3 field. Enter "MIKE HOOVER".

    Step 9
  10. Click the Find button.

    Step 10
  11. Select the row(s) containing the Asset Master(s) you want to update or click the Select all fetched records option.

    Step 11
  12. Click the Select button.

    Step 12
  13. If a Serial Number exists, enter the Serial Number/VIN.  It is very important to complete this information.  The system does not allow duplicate Serial Numbers.  Entering this information prevents duplicate Fixed Assets (including Equipment Masters created in Capital Asset Management (CAMS)).

     

    NOTE: NEVER add a prefix to the Serial Number.

     

    It is possible for two fixed assets to have the same Serial Number.  Duplicate Serial Numbers may occur for any one of the following reasons:

     

    o Manufacturer uses the same Serial Number for multiple items

     

    o Two Manufacturers use the same Serial Number

     

    o Item is already included  as a Fixed Asset within another Agency.  (Example: Communication Equipment belonging to OCIO is added as a fixed asset by the agency using the equipment.)

     

    o Item was processed through Surplus Property as a Disposal (destruction, adjustment, sale) and is being added back as a new Fixed Asset record.

     

    If you encounter Error: "Duplicate Item/Unit/Serial Number" when creating a new FA record or revising an existing record, additional research should be conducted to verify the record is not a duplicate.  This may require contact with another agency, review of disposed assets within your Fixed Assets, communication with Surplus Property, etc.

     

    If you determine through analysis there will not be a duplicate Fixed Asset record, proceed by entering the actual Serial Number followed by a dash (-) and your two digit agency number.

     

    Step 13
  14. Update field(s) as needed.  For the purpose of this training guide, the Additional Info - Location 2 field will be updated.

    Step 14
  15. Click the Location tab.

    Step 15
  16. Click the Category Codes 1-10 tab.

    Step 16
  17. Click the Category Codes 11-20 tab.

    Step 17
  18. Click the Additional Info tab.

    Step 18
  19. Click in the Location: Building/Room/Comments: Location 2 field.

    Step 19
  20. Enter the desired information into the Location: Building/Room/Comments field. Enter "ROOM 1306".

    Step 20
  21. Click the OK button after you make a change to the Asset Master to update the record. 

    Step 21
  22. Advance to the Next record selected on the Work with Assets grid.

     

    Continue updating records until complete.

     

    Click the Next button.

    Step 22
  23. Click the Additional Info tab.

    Step 23
  24. Click in the Location: Building/Room/Comments field.

    Step 24
  25. Enter the desired information into the Location: Building/Room/Comments field. Enter "ROOM 1306".

    Step 25
  26. Click the OK button.

    Step 26
  27. Click the Next button.

    Step 27
  28. Clicking Next will advance you to next Fixed Asset selected on the Work With Assets grid.  Once all selected records have been accessed using the Next button, the last Asset Master will remain available for update.

    Step 28
  29. Click the Cancel button.

    Step 29
  30. Click the Close button.

    Step 30

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