Note: You can change the terminology 'Asset' to suit your organization's needs. The Terminology topic has more information.

Property

Description

Date

The date of the entry. This is the date the asset was used, for instance. This field is required.

Entry ID

A unique ID for identifying this entry. If the field is not entered by the employee than a value is automatically generated. You can control the formatting of this by editing the ID format on the Asset Types page. See the Asset Types topic for more information.

Asset

The asset associated with this entry. The selected asset will determine:

• The unit of measure for the quantity field, e.g. Gallons or Kilometers.
• The number of digits to the right of the decimal point that can be entered for the quantity field.
• The unit cost, which can be overridden if the Unit Cost or Total Cost fields are allowed entry.
• The unit price, which can be overridden if the Unit Price or Total Price fields are allowed entry.

To learn more about setting up assets refer to the Assets topic.

Quantity

The amount of the asset used for this entry, in whatever units the asset's unit of measure indicates. Note that negative values are allowed as a way to make corrections to entries that are locked and therefore not editable.

Description

A description for this entry, up to 255 characters. For larger text input you can also use the Notes field.

Unit Cost

The unit cost for the asset used by this entry. Cost is what you pay for this asset, as opposed to price, which is what you charge for this asset. The value will default to the unit price of the selected asset, if specified.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).

Cost

The total cost for this entry, computed as the quantity times the unit cost. Cost is what you pay for this asset, as opposed to bill amount, which is what you charge for this asset.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information). If this value is overridden then a new unit cost will be computed for the entry as the total cost divided by the quantity.

Unit Bill Amount

The unit bill amount or rate for the asset used by this entry. Bill amount is what you charge for this asset, as opposed to cost, which is what you pay for this asset. The value will default to the unit bill amount of the selected asset.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).

Note that both Unit Bill Amount and Bill Amount will be automatically set to zero if the Billable checkbox is present and not checked.

Bill Amount

The total bill amount for this entry, computed as the quantity times the unit bill amount. Bill amount is what you charge for this asset, as opposed to cost, which is what you pay for this asset.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information). If this value is overridden then a new unit bill amount will be computed for the entry as the total bill amount divided by the quantity.

Note that both Unit Bill Amount and Bill Amount will be automatically set to zero if the Billable checkbox is present and not checked.

Billable

A checkbox field that indicates whether this asset entry is billable or not. If the asset entry is not billable then the Unit Bill Amount and Bill Amount values will be automatically set to zero.

Reimbursable

A checkbox field that indicates whether the employee associated with this asset entry should be reimbursed for the cost.

Notes

Notes for this entry, up to 4,000 characters (2,000 for Oracle databases). Use this for longer information about the entry, as opposed to the description field, which has a limit of 255 characters.

Employee

The employee to associate with this entry. By default it is set to the employee who created the entry.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).

Reporting Group

The group to associate with this entry. By default it is set to the reporting group of the employee who created the entry. Reporting Group is a terminology item and can be changed to "Cost Center", "Department", "Crew", etc. The Terminology topic has more information.

Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).

Customer/Project/Task

You can enter a value for the work breakdown structure (WBS) for this entry. For more information on see the Work Breakdown Structure topic.

Note that you can have the employee input as many or as few of the WBS levels as you like by editing which fields are allowed for entry (see the Asset Entry Fields topic for more information).

Custom Fields

You can have any number of custom fields that can be entered by the employee. To add new custom fields select the Custom Fields option on the More menu (see the Custom Fields topic for more information).