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Link Equipment Records in DirectLine

Background: You may have equipment records entered in the Equipment Inventory module for depreciation reasons and also in the Fixed Asset module for facilities and preventive maintenance purposes.

Purpose: This guide shows you how to link the two records for easy reference and a complete picture of that piece of equipment.

Audience: DirectLine users with FAE-ADMIN or ADMIN security permissions. At this time, the only users with full rights to Fixed Asset and Equipment modules are eligible to link records.

Records can be linked from either module. Equipment records may not be added at the same time and are likely processed by different people. This guide will show you how to start from each module.

Begin with Equipment Inventory Entry

Navigation: Eqp Inventory/Eqp Inventory/Eqp Inventory Info/Eqp Inventory Entry

Select Eqp Inventory.
Select Eqp Inventory.
Select Eqp Inventory Info.
Select Eqp Inventory Entry.

Main menu with Equipment Inventory Entry path highlighted

Complete the Eqp Inventory Entry screen if adding a new record or search for the record you want to create the link. (Refer to Enter New State Tagged Equipment).
Select Create/View.

Equipmenet Inventory Entry screen sample

A new window will appear with a Fixed Asset Number assigned. This number consists of the building that the asset has been assigned and the ID number from the Equipment Inventory screen.

Change this number if you want to use a different numbering system and you know it is a new record in the Fixed Asset Module.
If you know this piece of equipment already exists in the Fixed Asset module, use the search features to find the item.
Select OK when satisfied.

Message reads Please assign a new Fixed Asset number or search for an existing equipment.

The Fixed Asset Entry screen opens with any common fields populated from the Equipment Entry screen.

Add any additional information.

Select the SAVE icon when satisfied.

A review pane displays any changes in the fields.

Equipment and Fixed Asset record changes list

The message at the bottom of the screen says:

You have updated the Fixed Asset record, however, there are some differences between the Fixed Asset and the linked Equipment record. Please review the differences in the common field(s), click the Approve and Update button to update the Equipment Inventory record.

Select Approve and Update if satisfied, or Close to leave the screen without accepting the differences.

Message summary - differences between the two records. Select Approve and Update if OK. Select Close if not OK.

A confirmation window indicates the record was updated successfully.

The Eqp Inventory Entry screen reappears.

Select the SAVE icon to complete the process.

You can confirm the two records have been linked by re-opening each record.

Open Eqp Inventory Entry screen and enter ID.
Confirm the Fixed Asset field is populated.

Equipment Inventory Entry screen with ID and linked Fixed Asset number highlighted

Open the Fixed Asset Entry screen and enter Fixed Asset #.
Confirm Equipment Inventory # is populated.

Fixed Asset Entry screen with Fixed Asset number and linked Equipment ID highlighted

Begin with Fixed Asset Entry

Navigation: Fixed Asset / Fixed Asset Entry

Select Fixed Asset.
Select Fixed Asset Entry.

Main menu with Fixed Asset Entry path highlighted

Create a new record or navigate to an existing record.
Select View/Link.

A window opens requesting the Equipment Inventory number. The message reads:

You may type in the Equipment State Tag# or Equipment ID, if you don't know the Equipment ID, please use the search function.

The message goes on to read:

Please assign a new Equipment # or search for an existing equipment. A valid Equipment # must be assigned.

Enter or search for your valid Equipment Inventory ID.
Select OK when ready.

Message summar - enter valid Equipment number or use search function

A review pane displays any changes in the fields.

Summary screen showing differences in Fixed Asset and linked Equipment record

The message at the bottom of the screen reads:

You have updated the Equipment record, however, there are some differences between the Fixed Asset and the linked Equipment record. Please review the differences in the common field(s), click the Approve and Update button to update Fixed Asset record.