Key Steps in Implementing the Application

There are numerous implementation plans you can develop to get the application up and running and working efficiently with your existing fixed asset management system. Two benefits of the application are its extreme flexibility and its customization features. Following is just one possible implementation plan you could follow.

Read Understanding Key Elements of the Application

This short topic introduces you to the basic concepts necessary for you to understand how the application works. Make your life easier. Do not skip this step.

Set Up an Organization/Define Books

Create and set up a new organization to store your asset data. When creating a new organization, you can also set up any of the three accounting books necessary for your individual accounting needs.

Set Preferences and Define User Security

Decide who is going to be the system supervisor for the application. The system supervisor has access rights to the entire system. The person responsible for setting up the application and defining organization and user security is usually the system supervisor. See Setting Preferences and Security for full details on setting up preferences and user security.

Customize Fields

The application has numerous fields you can use to describe your assets (most of which are fully customizable). The majority of fields are predefined, using common fixed asset terminology. The application also contains ten user-defined fields, so you can tailor the system to meet the specific needs of your organization. Since there are so many user-defined fields, you might not find it necessary to change any of the predefined fields. You can also create lists of valid entries for each of these fields. These lists are called SmartLists. Creating Valid Field Entries with SmartLists and Customizing Asset Fields detail the customization process.

Enter Asset Data Information

If your asset data is not already contained in some electronic form, you must enter your asset data into the application from scratch. If this is the case, be sure to take advantage of the system’s Template Manager, which allows you to create templates for easy data entry of similar assets. To help you gather your asset information, you can print blank forms of the data entry fields in Asset Detail. See Entering New Assets and Applying Asset Templates for details on entering asset information and using templates. If you currently use a spreadsheet to track your assets, you can quickly import your data into the application using Custom Import Helper.

Create Groups

Use the system’s Group Manager to divide your assets into useful groups. Groups logically divide and order your assets, and make reporting on assets much easier. See Understanding Groups for a full conceptual discussion of groups and Creating Groups for detailed instructions on how to create groups.