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Core Asset Management

Learn to create and manage individual assets - the heart of Asset Pro. This section covers asset creation, holder custody tracking, AI-powered naming, and parent-child relationships.

What's in Core Asset Management​

This section contains 4 documents:

1. Asset Management​

Complete guide to creating and managing individual asset records.

What: Asset Card structure, Asset List, all asset fields, creating/editing/deleting assets, numbering, validation rules.

Why: Foundation of Asset Pro - you'll create and work with asset records daily.

Who: All users.

2. AI Name Suggester​

Use AI to generate professional, consistent asset names automatically.

What: AI-powered name generation from classification, manufacturer, and model data using Azure OpenAI.

Why: Save time, maintain naming standards, create professional asset names without manual brainstorming.

Who: All users creating assets.

3. Holder Management​

Track who currently has each asset (custody tracking).

What: Current holder tracking, holder history (audit trail), three methods to change holders (Dialog, Journal, Documents).

Why: Know where every asset is at all times, complete custody audit trail for compliance.

Who: All users - critical feature for asset location tracking.

4. Parent-Child Relationships​

Create physical asset hierarchies for assets inside other assets.

What: Attach/detach child assets to parents, hierarchy levels, relationship history, Asset Tree visualization.

Why: Track components within assemblies (engines in ships, servers in racks, parts in equipment).

Who: Users managing complex assets with components.

Core Asset Management Workflow​

Typical user journey:

  1. Create Asset (Asset Management)

    • Open Asset Card

    • Fill in required fields (No., Description, Industry, Classification)

    • Optionally use AI Name Suggester for professional naming

    • Add additional details (manufacturer, serial no., financial values)

    • Save

  2. Assign Initial Holder (Holder Management)

    • Use Asset Journal to set initial holder

    • Or use Change Holder Dialog from Asset Card

    • Documents custody from day one

    • Creates first Holder Entry

  3. Build Hierarchy (Parent-Child Relationships) - If Applicable

    • Assign Parent Asset No. if asset is component

    • Creates attach relationship entry

    • Asset becomes part of physical hierarchy

  4. Track Movement (Holder Management)

    • Change holder as asset moves

    • Use Change Holder Dialog (one asset)

    • Or Asset Journal (multiple assets)

    • Or Documents (automatic on posting)

    • Complete holder history maintained

  5. View History

    • View Holder History (custody audit trail)

    • View Relationship History (attach/detach events)

    • Complete traceability

Core Concepts​

Asset​

Individual item being tracked (equipment, vehicle, device, building, etc.)

Key Fields:

  • No. (unique identifier)

  • Description (name)

  • Industry + Classification (what type)

  • Current Holder (who has it)

  • Parent Asset (what it's inside)

  • Status (Active, Blocked, etc.)

Holder​

Entity with physical custody of asset.

Types: Customer, Vendor, Location, or blank

Not the Same As: Owner (legal ownership)

Critical: Every holder change creates audit entry

Parent-Child​

Physical containment relationship.

Example: Engine (child) inside Ship (parent)

Not the Same As: Classification hierarchy

Rules: Same holder required, no circular references

AI Name Suggester​

Azure OpenAI-powered feature generating professional asset names.

Input: Classification, Manufacturer, Model

Output: 5 professional name suggestions

Benefit: Consistent, quality naming without manual effort

Quick Start: Your First Asset​

5-Minute Asset Creation:

  1. Open Asset Card

    • Role Center → New Asset quick action

    • Or: Search → "Asset Card" → New

  2. Required Fields

    • Description: "Fleet Truck" (or use AI Suggester)

    • Industry: IT (select from lookup)

    • Classification: Desktop (from lookup)

  3. Recommended Fields

    • Manufacturer: HP

    • Model: EliteDesk 800

    • Serial No.: SN-12345

    • Status: Active

  4. Save

    • Click OK

    • Asset created!

  5. Assign Holder

    • Actions → Change Holder

    • New Holder Type: Location

    • New Holder Code: WAREHOUSE

    • OK

    • Now tracking custody!

Result: Fully tracked asset with holder history

Asset Management by Industry​

Fleet Management​

Assets: Ships, boats, vessels
Naming: "Cargo Vessel - SS Atlantic"
Holder: Typically Location when in port, Customer when chartered
Hierarchy: Ship → Engine → Pump
Key Fields: IMO Number, Cargo Capacity, Year Built

IT Assets​

Assets: Computers, servers, network equipment
Naming: "HP ProLiant DL380 Server"
Holder: Location (data center), Employee (assigned user), Customer (hosted)
Hierarchy: Rack → Server
Key Fields: Asset Tag, MAC Address, RAM, CPU

Medical Equipment​

Assets: MRI scanners, CT scanners, X-ray machines
Naming: "Siemens MRI Magnetom Vida 3T"
Holder: Location (hospital department)
Hierarchy: MRI → Magnet Assembly → Coils
Key Fields: Serial Number, Warranty Expiry, FDA Approval

Manufacturing Equipment​

Assets: Production machines, assembly lines, tools
Naming: "CNC Mill - Haas VF-4"
Holder: Location (facility, production line)
Hierarchy: Production Line → Machine → Tool
Key Fields: Manufacture Year, Service Date, Capacity

Common Workflows​

Workflow 1: Receive New Asset from Vendor​

  1. Create asset in Asset Pro (Asset Management)

  2. Use AI Name Suggester for name

  3. Set holder to Vendor (receiving from)

  4. Post Purchase Receipt (automatic holder change to Location)

  5. Assign owner/operator roles

  6. View Holder History (shows Vendor → Location)

Workflow 2: Ship Asset to Customer​

  1. Create Sales Order with asset line

  2. Post Sales Shipment

  3. Holder automatically changes: Location → Customer

  4. View Holder History on Asset Card

  5. Asset tracked at customer site

Workflow 3: Component Assembly​

  1. Create parent asset (e.g., Server Rack)

  2. Create child assets (e.g., 3 servers)

  3. Ensure all at same holder (e.g., Location DATACENTER)

  4. Open each child asset

  5. Assign Parent Asset No. = Rack

  6. View Asset Tree (shows hierarchy)

  7. All relationship changes logged

Workflow 4: Bulk Asset Import​

  1. Create assets manually or import from Excel

  2. Use AI Name Suggester for each (or in batch)

  3. Use Asset Journal for bulk holder assignment

  4. Review Holder Entries (audit trail)

Best Practices​

Asset Creation​

Use AI Name Suggester:

  • Faster than manual naming

  • Consistent naming standards

  • Professional names

Complete Core Fields:

  • Industry and Classification (required for filtering)

  • Manufacturer and Model (useful for AI naming, reporting)

  • Serial Number (warranty, support)

  • Owner/Operator (legal tracking)

Assign Holder Promptly:

  • Don't leave assets without holder

  • Document custody from day one

  • Use Asset Journal for batch initial assignment

Holder Management​

Always Use Approved Methods:

  • Change Holder Dialog (single asset)

  • Asset Journal (batch)

  • Document Integration (automatic)

  • Never try to edit Current Holder directly (it's read-only by design)

Use Reason Codes:

  • REPAIR, SALE, DEMO, RELOCATION, RETURN

  • Enables reporting by reason

  • Clear audit trail

Monitor Activity Cues:

  • Role Center shows "Assets Without Holder"

  • Review regularly

  • Assign holders as needed

Parent-Child Relationships​

Plan Before Creating:

  • Sketch hierarchy on paper

  • Identify root assets

  • Plan child levels

Same Holder Rule:

  • Ensure parent and children at same location

  • Transfer together if needed

  • Or detach before separate transfer

Use Asset Tree:

  • Visualize complex hierarchies

  • Filter by root asset

  • Verify structure

Next in Core Asset Management: Learn complete asset creation and management with the Asset Card and Asset List.