Configuring Asset Code

Owned by Enterprise IT
May 10, 2024
5 min read

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What is Asset Code?

An Asset Code is a unique identification for an Asset added in the Asset Inventory.  Each Asset Code is a unique alphanumeric value, which enables the user to set the unique identification for the Assets. The Asset code can be configured based on the selection of Phrases. Upon selecting and sorting multiple phrases and sorting order, the phrases are concatenated, and a new Asset Code is generated.

Refer the following scenarios as example:

Scenario 1:

If the user wants to generate an Asset Code with the Phrase combination of CategoryCode, Location, and Year.

Select the CategoryCode, Location, and Year along with sorting order. Upon selection, preview and save, a new asset code is generated in *CategoryCode*/*Location*/*Year* format.

Scenario 2:

If the user wants to generate an Asset Code with phrase combination of Category, Make, and Entity in the increment of sequence ID.

Select the CategoryCode, Make, and Asset Entity along with your new phrase selection on the ASSET CODE CONFIGURATION page. Upon selection Preview and Save, a new Asset Code is generated in *CategoryCode*/*AssetEntity*/*Make*/*SequenceIDIncrementalByAssetEntity*format.

To configure Asset Code:

  1. Select Admin > Basic > Infrastructure > Form Builder.
  2. On the FORM BUILDER page, select Asset Management from the Module list. Click ADD NEW on the ACTIONS panel.
  3. Click ADD NEW on the ACTIONS panel.
  4. Under the FORM DETAILS tab, fill in the required details. For more information about the fields on the FORM DETAILS tab, see Field Description.
  5. To generate an Asset Code, click the icon.
  6. Click NEXT.


    Figure: ASSET CODE CONFIGURATION page

  7. On the ASSET CODE CONFIGURATION pop-up page, select the check box of the phrase(s) using which you want to create a new Asset Code. For more information about the field, see Field Description.
  8. Provide the required sort order value for selected phrase(s).

  9. Click PREVIEW to view asset code,and then click SAVE to save the configuration. The configured Assets Codes are reflected under the Asset Code column on the FIXED ASSET page. 

    Note:

    Key field Mapping is mandatory while selecting Make and/or Entity phrase. For more information on Key Filed Mapping, See Configuring Key Field Mapping.

    Field

    Description

    CategoryCode

    If selected, the Category Code of the Asset is included in the Asset Code.

    Note: By default, the Category Code is auto-populated based on the Category name. Users can customize the Category Code based on their requirements.

    Example:

    Category Name: LAPTOP

    Category Code: LAPT

    Location

    If selected, the Location of the Asset is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/BANG, where BANG is the Asset Location Code.

    Store

    If selected, the Store location of the Asset is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/ WHIT, where WHIT is the Asset Store code.

    Year

    If selected, the current year is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/2019, where 2019 is the year.

    MonthinNumber

    If selected, the current month in number is included the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/2019/8, where 8 is the month in number.

    ShortMonthCode

    If selected, the current month in number will be included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/2019/Aug, where Aug is the short month Code.

    Day

    If selected, the day is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/Bang/30, where 30 is the Day.

    FinancialYear

    If selected, the financial year is included the Asset Code.

    Example: 

    For Asset ID 123, the Asset Code is generated as TabL/SUMM/2019-2020, where 2019-2020 is the Financial Year.

    SequenceIDby Year

    If selected, the year is included in the Asset Code and continue in sequential order.

    Example:

    For Asset ID 123, the Asset Code is generated as TabL/2019/0001, where 2019 is the current year followed by the sequence number.

    If you add a new Asset, the Asset code is generated as TabL/2019/0002.

    SequenceIDIncremental

    If selected, the Asset Code is generated in a combination of other selected Phrases in incremental order.

    Example:

    For Asset ID 123, the Asset Code is generated as TabL/2019/0001.

    If you add a new Asset, the code is generated as TabL/2019/0002.

    LocationHierarchy

    If selected, the combination of parent and child location of the Asset are added in the Asset Code.

    Example: 

    For Asset ID 123, if the asset location hierarchy is India/Karnataka/Bangalore/Campus then the newly form asset code will be India/Karnataka/Bangalore/Campus/0001, India/Karnataka/Bangalore/Campus/0002 and so on. 

    AssetEntity

    If selected, the Asset entity short code is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code generated as SS/DESK/0001. The Asset code comprising of Asset entity, Category Code and Sequence Number, where SS is the entity short code for SUMMIT.

     SequenceIDIncrementalbyLocationCategory

    If selected, the Asset Code is generated with the combination of Location Code and Category, Code. If any of the combination is new or different, the Asset Code sequence begins again. And, if the Asset Code is the same combination, it continues with the same sequence. 

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/BANG/0001, where the Location Code is BANG and Category Code is Tab_ 01 followed by the sequence number.

    Asset ID

    If selected, the Asset ID is included the Asset Code. The Asset Id is a unique identifier assigned incrementally to an Asset, to uniquely identify it

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/123, where 123 is the Asset ID.

    Make

    If selected, the Make short code is included the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as DESK/DEL/0001 where DEL is short code for the Asset manufacturer name.

    StoreCode

    If selected, the Store code of the Asset is included in the Asset Code.

    Example:

    For Asset ID 123, the Asset Code is generated as Tab_01/ WHIT/345, where 345 is the Store code. A Storecode is a number that serves as an identifying code for the store branch. 

    SequenceIDIncrementalbyMake

    If selected, the Make Code is included in the Asset Code. If the Make is new or different, the Asset Code sequence begins again. And, if the Make Code is the same, it continues with the same sequence. 

    Example:

    For Asset ID 123, the Asset Code is generated as DESK/DEL/000001.

    If you add Assets with the same Make, the code is generated as DESK/DEL/000002.

    If you add Assets with the new Make, the code is generated as DESK/LENO/000001.

    SequenceIDIncrementalbyAssetEntity

    If selected, the Asset Entity is included in the Asset Code. If the Asset Entity is new or different, the Asset Code sequence begins again. And. if the Asset Entity is the same, it continues with the same sequence. 

    Example:

    For Asset ID 123, the Asset Code is generated as DESK/DEL/A/000001.

    Suppose Entity is changed from A to B,the new Asset code is DESK/DEL/B/000001, the sequence number starts from 000001 again, since it is a different entity.

    SequenceIDIncrementalbycategoryMakeEntity

    If selected, the Asset Code is generated with the combination of Category, Make, and Entity. If any of the combination is new or different, the Asset Code sequence begins again. And, if the Asset Code is the same combination, it continues with the same sequence. 

    Example:

     For Asset ID 176, the Asset Code is generated as DESK/DEL/A/000001. If you add Assets with the same combination of Category, Make, and Entity, the code is generated as DESK/DEL/A/000002 in sequence, which is created for Asset ID 180.

     If any of the combination changes, suppose Entity is changed from A to B,the Asset code is DESK/DEL/B/000001, the sequence number starts from “000001” again, since it is a different entity.