Basic Add: Modify Asset Characteristics

Purpose:  Use this document to use the Basic Add component to modify and/or update existing asset characteristics or physical attributes in ctcLink.

Audience: Finance Staff/Supervisors.

You must have at least one of these local college managed security roles:

  • ZD Asset Management Inquiry
  • ZZ AM Interface Processing
  • ZZ Asset Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Warning: Do not change any capital asset financial information in Basic Add. Financial data changed or added to a capitalized asset in Basic Add will not be recorded in any other AM page, table, or process  it will remain in Basic Add only. This includes data such as the asset’s Acquisition and Placement dates, because they determine the depreciation $ amount. This QRG will explain the only data that can be added or modified for a capital asset using Basic Add.

In addition, capital assets should always be entered using Express Add. Entering capital assets using Basic Add can result in incorrect and/or incomplete data to be entered for a capital asset.

Basic Add Components

ADDING ASSETS: The Basic Add component page allows you to add small and attractive assets to ctcLink. Please refer to QRG Basic Add: Adding Small and Attractive Assets.

UPDATING ASSETS: The Basic Add component enables you to update existing assets with physical and financial details to an existing Asset. Use Basic Add to change information about how an asset was acquired, as well as the separate costs, and acquisition details of components that comprise the asset. You can add or update various types of physical and financial information for an asset using the Basic Add pages.

The Asset Basic Information component contains pages used to update an asset's physical attributes. They are:

  • General Information - add/update Tag#, Attachments, Asset Class
  • Operation/Maintenance - add/update Manufacturer Information like Serial ID or Model#
  • Asset Acquisition Detail - add a description how asset was acquired
  • Location/Comments/Attributes - update the physical location of the asset
  • Manufacture/License/Custodian - add license information, assign a custodian, and/or update ChartFields
Basic add component
General Information
  • Change the Profile ID: Profile ID is the greatest determinant of how a capital asset depreciates and is processed in Asset Management (AM). To add or correct a Profile ID, use the Profile ID search tool to select the correct one. Then, select the Asset Class with the same four numbers as the Profile ID selected, and select the Asset Subtype that has the same first 2 numbers as the Profile ID. Example: Profile ID 7012 has a 7012 Asset Class and 70 Asset Subtype.
  • Change Description, Short Description, and Tag Number: Given Description, Short Description, and Tag Number are asset characteristics and not financial data, they can be changed on the General Information Tab.
  • Parent/Child and Parent ID: Parent and Child designations and Parent ID (should only be entered for Child assets) can be entered for capital assets because it defines asset relationships  not financial data.
Location/Comments/Attributes

Given all information on this page relates to the characteristics of an asset, all data on this page can be added or changed for a capital asset. This tab is where the Location of an asset is changed. To change the Location, please refer to the QRG Changing Location for an Asset.

Manufacture/License/Custodian

Manufacture/License/Custodian tab: All Manufacture, Physical Life, License, and Custodian information can be added or changed on a capital asset here.

  • To add a Custodial Department, place the Department Number and name in the “Plant” field in the Manufacturer Information section.
  • To add a custodian by Employee ID, enter an Empl ID in the Custodian Information section.

Warning: Do NOT enter any Chartfield information on the Manufacture/ License/Custodian tab. To add or change any chartfield data for a capital asset, refer to the QRG Asset Adjustments, Recategorize, and Transfers. A Transfer must be made to change the chartfield of a capital asset.

Navigation:  Asset Management > Asset Transactions > Owned Assets > Basic Add

  1. The Asset Basic Information search page displays.
    1. Enter Business Unit.
    2. Enter additional Search Criteria to identify your asset or refine your search.
  2. Select the Search button.
  3. The General Information tab displays.
  4. Select the Manufacture/License/Custodian tab.
Select the Manufacture License Custodian tab
  1. The Manufacture/License/Custodian tab displays.
  2. Enter Serial ID.
  3. Enter Manufacturer ID, Manufacturer Name, and/or Model.
  4. Enter any other information you consider pertinent.
  5. Select the Save button to save changes.
Add info and select save to save changes

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Using Basic Add to Update Physical Attributes of an Asset. This link will open in a new tab/window.