Editing Replacement Fixed Asset Records
Purpose: This process supports operations and maintenance asset inventory updates when building equipment/system components are replaced. Historical records are archived, then the old equipment is replaced in the inventory with the replacement asset information.
Audience: Facilities inventory managers or administrators.
This two-step process requires first archiving the historical record for equipment that was taken out of service, then updating the fixed asset inventory with new details for the replacement unit or system component. The order of operations is essential to accurately separate historical data from the new asset information.
- Search out the fixed asset entry for the item that was replaced.
- Click "Save As" and edit the Fixed Asset # with a final tag such as OFS (out of service) or Ret (retired) to indicate that it's no longer in use.
- Confirm and follow your internal naming practice.
- The example above could become "L-CHILL-01-Ret".
- Mark the status of this new asset record as Inactive, and save.
- Return to the original asset record "L-CHILL-01" and update this entry with all new asset information - manufacturer and vendor information and any other relevant details (which may include the Class in some rare instances).
- Optional, add a note in the BOM tab or under Notes and Comments that this item replaced the previous item, referencing that Fixed Asset # (L-CHILL-01-Ret).
- Save the new asset and move on.
- This process assumes that the replacement was not relocated or is otherwise significantly different than the unit that was replaced.
0 Comments
Add your comment