Creating assets for purchase order items

Order parts tracked by asset that are not yet defined in the database. Create new asset records and associate them with purchase order items. The system only requires that you create assets for purchase order items if the installation parameter ASSETASS is set to P.

Define an asset for each individual part. For example, associate three assets with the order line if the ordered quantity is three. You cannot set the order status to Ready for printing (on the Purchase Orders form) until you associate all parts tracked by asset.

To create assets for purchase order items:

  1. Open the Assets for PO form.
  2. Purchase Order-Line—Enter the purchase order and line number for which to create assets. The system automatically populates PO Org., Requisition, Store, Supplier, Part, Order Qty., and Price.
    Note: You must create an asset for the total quantity of the asset-parts you order, e.g., if Order Qty. is 2, you must create only two asset lines. You cannot create more than two assets. If you create less than two assets, the purchase order cannot be approved.
  3. Click Add Asset.
    Note: If the ASSETASS installation parameter is set to R, you can add an asset if the purchase order has a status of Unfinished, Ready for Printing, or Approved. If the ASSETASS installation parameter is set to P, you can only add an asset if the purchase order has a status of Unfinished.
  4. Asset ID—Enter a code identifying the asset, and then enter a description of the asset in the adjacent field. If you select an existing asset, the system automatically populates the asset ID description, Department, and Asset Org.
    Note: If you do not specify an asset ID and the AUTOANUM installation parameter is set to YES, the system automatically generates an asset number after you save the record. You may also select an existing asset ID with a status of Awaiting Purchase. When you select an existing asset ID, the system automatically populates the asset ID description, Type, Asset Org., and Department.
  5. Type—Enter the type of the asset.
  6. Asset Org.—Enter the organization of the asset.
  7. Department—Enter the department responsible for the asset.
  8. Click Submit.
    Note: To remove an asset, select the asset to remove, and then click Remove Asset.