Add Parent-Child Assets Using Express Add - 24a

Purpose: Use this document as a reference for adding parent-child assets using Express Add in ctcLink.

Audience: Financial Asset Manager, Facilities Asset Manager

Express Add enables you to add owned assets to the ctcLink Asset Management application. Express Add uses the information from the default profile to provide data for an asset. Therefore, you can add assets without manually entering complete information. Assets added with Express Add are capitalized automatically upon saving.

With Parent-Child assets, create the ‘Parent’ asset first and then create the ‘Child’ asset. Enter the Asset ID of the ‘Parent’ asset in the Additional Information section of the ‘Child’ asset, thereby linking the assets.

Navigation: Main Menu > Asset Menu > Asset Transactions > Owned Assets > Express Add

Adding the Parent Asset

  1. Use the Asset Express Add page to define the business unit and asset identification number for your new asset:
    • If it didn’t default, enter the appropriate business unit in the Business Unit field.
    • Use the Asset Identification field to assign a number to an asset. By default, the application follows an auto numbering sequence for asset identification numbers. You can either assign the asset identification number manually or leave it as “NEXT” and accept the default number assignment upon saving.
    • Click the Add button.
Add a New Value tab
  1. Use the Cost/Asset Information page to add a new asset to the system.
    • In the Asset Information section:
      • Enter or select the appropriate asset profile ID in the Profile ID field. The asset profile ID contains the default information for your asset.
      • Enter an appropriate description of the asset in the Description field.
      • Enter or select the appropriate Location.
      • Enter or select the appropriate date in the Trans Date field.
      • Enter the appropriate date in the Acctg Date field.

Note: You cannot enter an accounting date less than the transaction date.

  • Use the Cost field to specify the asset cost. This is not the book value of the asset, but the cost accounted for in acquiring the asset.
  1. Click the Default Profile button. This button is used to capitalize the asset and create all the corresponding asset books.
  1. Enter the Chartfield string for the asset.
    • Enter or select the appropriate business unit in the Oper Unit field.
    • Enter or select the appropriate fund in the Fund field.
    • Enter or select the appropriate department in the Dept field.
    • Enter or select the appropriate class in the Class field.
    • Enter or select the appropriate state purpose in the State Purpose field.
    • Click the Expand button in the Additional Information section.
  1. Scroll down to view all the fields in the Asset Additional Information section.  Many of these fields will already be populated from the default Profile.
  1. Complete the remaining fields needed in the Asset Additional Information section:
    • Use the Parent/Child drop-down button to select ‘Parent.’
Parent Asset
  1. Click the Save button and write down the asset number.

Remember, with Parent-Child assets, create the ‘Parent’ asset first and then create the ‘Child’ asset. Enter the Asset ID of the ‘Parent’ asset in the Additional Information section of the ‘Child’ asset, thereby linking the assets.

Adding the Child Asset

  1. Repeat Steps 1 - 4 above to add another asset.
  2. Scroll down to view all the fields in the Asset Additional Information section.
    • Use the Parent/Child drop-down button to select ‘Child.’
    • Enter or select the asset ID for the Parent in the Parent ID field.
Child Asset

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