Modifying which assets or data are included in an inventory (Inventory module)

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See also: Inventory processing sequence

Note: The Fixed Assets Inventory module is licensed separately from Fixed Assets CS.

Follow this procedure to change the assets that are included in the current inventory or the data that will be included in the inventory. (The data that will be inventoried corresponds to the columns in the Inventory Asset List window.)

Notes

  • Changes you make to columns that you later exclude from the inventory are not lost. The changes transfer to Fixed Assets CS when you finalize the inventory.
  • Changes you make to assets that you later exclude from the inventory will be lost. Those changes will not transfer to Fixed Assets CS when the inventory is finalized.
  • Individual assets cannot be selected or removed from the inventory. When setting up the inventory, assets are selected by choosing to include or exclude certain asset values from the inventory. For example, including assets that are assigned to a particular location, or excluding assets that are under a specific cost basis.

  1. Open the active inventory.
  2. Choose Inventory > Properties.
  3. The steps to finish editing the current inventory vary depending on whether you are changing the assets or the data that is included in the inventory. Click the appropriate link below.

    1. Click the Select Assets tab.
    2. To include or exclude assets based on the situs in which they are located, their business activity, and/or association values to which they are assigned, clear the Include only assets that are not disposed (sold, traded, casualty/theft) and not transferred checkbox.
    3. Click the option (Situs, Activities, or association) for the first item you will use to include or exclude assets.
    4. To remove any column except for the first five, highlight a column and click the Remove button.
    5. To exclude assets that are assigned a specific value, highlight the value you want to exclude in the Include in inventory pane and click the Remove button. (To move all values to the Exclude from inventory pane, click the Remove All button.)

      Note: If you remove all values for a situs, activity, or association, no assets will be included in the inventory.

    6. To select assets with a currently excluded value, highlight the value in the Exclude from inventory pane and click the Select button.
    7. Repeat steps c - e until all assets and data are appropriately included in and excluded from the current inventory.
    8. To include assets based on their cost/basis, click either the Whose Tax cost/basis is over or Whose Book cost/basis is over option in the Include all assets section and enter the minimum cost/basis you want included in the corresponding field.
    9. By default, Fixed Assets CS does not include assets that have been disposed of in inventories. To include these assets in the inventory, clear the Include only assets that are not disposed (sold, traded, & casualty/theft) and not transferred checkbox.
    10. When you are done, click OK.

    By default, the Inventory Asset List window includes the following data (columns) in the following order: Review, Inventory Status, Tag #, Description, In Service, Activity, and Asset #. To add other columns or delete a column, perform the steps in this procedure.

    Note: The data that is included in the inventory corresponds to the columns that appear in the Inventory Asset List window.

    1. Click the Columns tab.

      The Columns available pane (on the left) lists all of the columns that are available for selection. The Columns selected pane (on the right) includes all columns that are currently selected. You cannot change the order or delete any of the first five columns in this list (Review, Inventory Status, Tag #, Description, and In Service). However, you can remove or change the placement of any of the columns listed below the first five.

    2. To add columns to the Inventory Asset List window, select them in the Columns available pane and click the Select button.
    3. To change the order of the columns (except the first five), highlight a column and click the Move Up or Move Down button until the columns are listed in the desired order.
    4. When you are done, click OK.

    Tip: To return to the default column settings, click the Restore Default button.

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