To add a new asset

The procedure to add a new asset is as follows:

Using the global search facility, type in the first few characters of the new asset 1.
Click on New Asset 2. The Asset Details window is displayed, ready to capture all the information relevant to the new property.
Use the Address spy-glass () to enter the address fields for the asset 3. The Search Address window is displayed.
Enter the first few characters of the address into the dynamic search field provided or use the Advanced Search facility to control the matching criterion 4. All returned records are displayed in the Address summary table.
Double-click on the row containing the exact record match or revise the entered search data; the Asset Details window is displayed, revealing the chosen address. Alternatively, click on New Address to create an entirely new address for the asset, not previously held.
Enter additional attributes for the new asset using the fields provided. These are a combination of text entry fields, date fields (permitted format: DD/MM/YY or DD/MM/YYYY), tick boxes and drop-down lists (single- and multi-selection) relevant to the asset's core data set. Whilst not all fields are mandatory, taking the time to record comprehensive data will reap its own rewards. Certain fields are worthy of special note and are captured in the table below.
Choose an Effective from date for this new asset record i.e. the date on which it came into effect 5.
Choose an Effective to date if the details need to be reviewed on a specific date or to capture a change of circumstances; a blank field means the asset details will never expire.
Click on Management & Ownership to assign the new asset to a company. This requisite step is covered separately in the topic To assign an asset to a company.
Click on Save 6. Where mandatory fields have been omitted or date conflicts encountered (e.g. the Effective from date is after the Effective to date) the system will highlight these fields in red. All errors must be corrected before the record can be saved.

Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

2 Examining the returned search results confirms that an asset does not yet exist on the database and a new record can be created without fear of duplication.

3 Whilst both an address and a description can be entered for an asset, only one entry is required to uphold the validity of the record.

4 The dynamic search function will match against any element of the property address, based on the successive characters entered.

5 The Effective from date defaults to the current system date and cannot be left blank.

6 The asset is assigned a unique reference number, derived using the convention configured within system preferences.

Field	Description
Description	A contextual field used to describe the asset. At the end user's discretion, this field may be used in preference to linking the asset through to an address.
Type	A drop-down list (single selection) used to describe the asset (e.g. House, Flat, Bungalow, Block, etc.).
Expected handover date	The date on which the asset is expected to be released to the housing organisation.
Actual handover date	The date on which the asset was actually released to the housing organisation.
Construction date	The date on which the asset was built.
Classification type	A drop-down list (single selection) used to classify the asset (e.g. Administration Unit, Communal Area, Dwelling, Location, Shared Facility, etc.).
Category type	A drop-down list (single selection) used to categorise the asset (e.g. Good state of repair, Reasonable state of repair, In need of modernisation, etc.).
Status	This field defaults to Void until an agreement is in operation.
1999 Valuation	The estimated value of the property arising from the English House Condition Survey.
Local Authority	A drop-down list (single selection) used to denote the governance of the asset.
Sinking fund applicable	Any future costs of major works may be achieved through a long term savings account that leaseholders contribute to via service charges.
Right to buy	The asset is eligible for tenant purchase under the Government-backed 'Right to Buy' scheme.
Right to acquire	The asset is eligible for tenant purchase under the Government-backed 'Right to Acquire' scheme.
Social home buy	The asset is eligible for shared ownership tenant purchase under the voluntary 'Social Home Buy' scheme.

See related topics...

To assign an asset to a company

To update the characteristics of an asset

To define the attributes of an asset type

To define a system preference value

Using the search facility