Record a fixed asset

The fixed asset register lists the hospital’s equipment, furniture, vehicles and other lasting items: what each one is, where it is, who looks after it and what it is worth. This page shows how to add an asset and keep the register’s lists tidy.

Adding assets needs the Add Fixed Assets permission, which the Fixed Asset Manager, Procurement & Stores and ICT administrators have. Most staff can look at the register. Open Fixed Assets from the Work part of the menu.

The fixed asset register, with some of the hospital’s registered assets.
  1. New asset. Registers an asset.
  2. Assets, Categories, Locations, Tags. The register itself and the three lists it uses.
  3. Filters. Narrow the register by category, status, location, tags, unit and dates. The buttons beside it switch between a list, a grid and a detailed view.

1. Set up categories, locations and tags

Do this before registering many assets, so everyone picks from the same lists.

Categories
What kind of asset it is, e.g. Medical equipment, ICT equipment, Furniture, Vehicles. Each asset has one category.
Locations
Where it is kept: a building, ward, office or store. Each asset has one location. A location can have a description.
Tags
Extra labels you can put several of on one asset, e.g. Donated, Under warranty, Due for service.
  1. Select the Categories, Locations or Tags tab at the top of the register.
  2. Select New category (or New location, New tag).
  3. Enter its Name. The Slug (a short code used in links) is made from the name if you leave it empty.
  4. Select Create category (or location, tag).
  5. To change one later, select its row, edit it and select Save changes. Delete is on the same form and needs Delete Fixed Assets.
The asset categories already set up for the hospital. Locations and Tags look and work the same way.
  1. Categories tab. Beside it are Assets, Locations and Tags.
  2. New category. Opens the form to add one.
  3. A category. Select a row to edit it.

2. Register an asset

  1. Select New asset. The Register fixed asset page opens.
  2. Enter the Name. Make it specific enough to find again, e.g. Ultrasound machine (Radiology room 3).
  3. Add a Description and the Serial number from the manufacturer’s plate.
  4. Choose the Category and Location, and any Tags.
  5. Set the Status. Active for an asset in use.
  6. Enter the money details. Acquisition date, Purchase cost, Current value and Currency.
  7. Say who is responsible. Choose the Custodian (the person who looks after it) and the Assigned user group (the unit it belongs to).
  8. Select Create asset.
Registering a new asset.
  1. Name. Required.
  2. Category.
  3. Location.
  4. Tags. Pick as many as apply.
  5. Status. Active, In maintenance, Retired or Disposed.

Keep the record up to date

Open the asset from the register. Its page groups the details into Classification, Financial, Accountability and Record (who created it and when).

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