AWRA Help Center

Open Inventory → Assets. The register filters by status, risk level and return status (including overdue only), and shows assets by category. Choose Quick view on a row for a summary, or open the asset for its full page.

Adding An Asset

1. Choose Register Asset and enter the asset name (required). Leave the asset code blank to have one generated with your asset code prefix; a barcode or QR value can be generated too.
2. Choose the tracking mode: individual for one physical thing, or quantity pool for identical units handed out in numbers, with a pool quantity.
3. Fill in what you know: asset type (physical, digital, vehicle or equipment), category, manufacturer, model, serial number, condition, ownership type, risk level, purchase date and cost, warranty expiry, warehouse, location and department.
4. Optionally hand it to a custodian straight away with an expected return date, and link it to an inventory item.

Creating An Asset From Inventory

When something you bought as stock becomes equipment you keep, use Create Asset From Inventory. Pick the exact stock — item, warehouse and location — and convert it to an individual asset or a pool. This raises a pending check-out, so the stock only leaves inventory after the normal adjustment approval, and the asset stays linked to the item it came from.

The Asset Page

• Custody & Location — who holds it, where it is, and when it is due back.
• Asset Metadata and Risk & Finance — the details above, including purchase cost and risk level.
• Movement actions — only the actions the asset can accept in its current state, and that you have permission for, are offered. See Asset Movements.
• Movement timeline — every movement, in order, with who recorded it.
• Maintenance — schedules, work orders, hours out of service and maintenance spend over the last 12 months, with Report Fault and Add Schedule buttons. See Asset Maintenance.
• Attachments, custom fields and related tasks.

Statuses

An asset is available, assigned, checked out, in transit, in maintenance, lost, damaged or retired. Status follows the movements you record: checking an asset out makes it checked out, starting a work order that takes it out of service puts it in maintenance, and completing that work order puts it back to what it was before.

Purchase Cost Versus Book Value

The purchase cost on the asset is a record of what it cost. To depreciate it in the ledger, set it up in the Fixed Asset Register under Accounting, which picks the asset from this register. See Month-End Close.

Common Mistakes

• Changing the status on the edit form instead of recording a movement — the timeline then has a gap nobody can explain.
• One record for twenty identical chairs as an individual asset. Use a quantity pool.
• Adding a stocked item as a new asset. Convert it from inventory so the stock leaves the books once, with approval.

Related

• Asset Overview.
• Labels & Scanning — printing the asset’s label.
• Asset Custodians.