Assets – Location
This codebook allows you to define the location where your assets are placed within the company. Values entered in this form are available when filling in the asset card in the Room field on the Basic Sheet tab in the Assets – Assets menu.
General information about codebooks can be found in the Codebooks chapter.
This codebook allows you to define the location of assets within the company. In general, a company can consist of buildings, each building can be divided into individual sections, and each section can be further divided into the smallest elements — rooms. At a minimum, enter the rooms you will use during inventory. Filling in the table is not mandatory, but doing so means you lose the ability to localize assets. This codebook is used when filling in the asset card on the "Basic Sheet" tab.
This list can be accessed from the "Assets" menu under the "Location" option.
The toolbar at the top of the table contains a number of buttons whose functions are described in the "Program Controls" chapter.
Main panel
Press the "New" button or the keyboard shortcut Alt+N to open the form for a new record.
The toolbar at the top of the form contains a number of buttons whose functions are described in the "Program Controls" chapter.
Abbreviation
Required field, can contain up to 20 characters. The value must be unique among all records.
The abbreviation (also referred to as a code) is a shortened representation of the record. By typing the abbreviation, you can select a specific record without having to search through hundreds of entries.
We recommend choosing an abbreviation that reflects the record name (and conversely, that allows you to guess the abbreviation from the name). Abbreviations are displayed in individual rows of overviews, so it is advisable to keep them short.
Name
Required field, can contain up to 255 characters.
In general, the name represents the record in overviews, print reports, and selection lists, so it should describe the record in a unique and clear way.
If you have configured foreign languages in the initial setup, pressing the "+" button allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when foreign-language printing is used. Press the "−" button to close the foreign-language name fields.
"Texts" tab
The "Texts" tab is present in all codebooks and all lists. It contains two fields where you can enter information according to your own needs. Filling them in is not mandatory.
Description
You can provide a more detailed description here.
Note
The note is used to alert users to any special characteristics of the record or to highlight anything other users should be aware of when working with the record.
"Administration" tab
The "Administration" tab contains information about the time validity and visibility of a given record in the codebook (list). The validity of a record is defined by a range of calendar years. During the specified range of years the record is active; outside of this range it is inactive and will not be displayed in the codebook at all. By restricting validity, you ensure that users are not slowed down by scrolling through obsolete records during routine use of the codebook.
Because time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid from
The calendar year from which the record becomes valid.
Valid to
The calendar year in which the record's validity ends.
If you require unlimited validity for the record, do not change the default value of "0" in the Valid from field and "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in the year 2016 — that is, it will only be visible in the list during that year (see accounting period in the sidebar navigation header).