asset management is a method for keeping track of an organization’s assets. asset management tools also let you plan for the inevitable obsolescence of technology, and budget accordingly. it may be tempting for your organization to attach a short metal chain physically tethering all assets to your desk, like banks do with their pens, but most organizations prefer more flexible asset management tools, such as spreadsheets. an asset management spreadsheet provides a central place to keep track of computers, office equipment, and anything else that is owned or maintained by the company. link assets to rows in the vendors worksheet to track where each asset was purchased from. the vendors worksheet then allows you to monitor total asset spend and amount written off. by linking each asset to a row in the vendors worksheet, you can quickly see how much money you’re spending at each vendor, and what you’ve gotten for it.
use the top-left drop-down to view assets by status, such as all purchase requests or all retired assets. misplaced assets lead to unnecessary increased costs for the company. maybe if the jedi had a good it asset management tool, they wouldn’t lose track of those lightsabers. but it’s hard to accomplish this goal if you don’t have a system for tracking all company assets. an accurate overview of your holdings ensures that your team has the assets they need, and that company funds aren’t wasted on assets they don’t. (although ironically, clocks tend to hold up fairly well.) those assets will need to be replaced, and it probably won’t be free.
use the access asset tracking template to keep track of computers, office equipment, or anything else that is owned or maintained by people. these instructions refer to the latest version of the template available for download. when you first open the database, access displays the welcome form. to prevent this form from displaying the next time you open the database, clear the show welcome when this database is opened check box. you can show or hide retired assets on the asset list form.
access filters the list to show only those records that contain the text you searched for. on the asset list form and the contact list form, some fields (columns) are hidden by default. clear the check box to hide the column. to display the asset details or the contact details form: if you use microsoft outlook, you can add contacts or asset owners from that program without having to re-type the information. to display a report: you can customize the asset tracking database by adding a new field to the assets table, and then adding that field to the asset list form, the asset details form, and the asset details report. scroll to the right until you see the column named add new field.
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