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Today’s #TipTuesday comes about from a question on the GPUG forum about Asset tags and an issue a user was having with asset numbering not tying back to the asset tags (getting out of sequence I believe was the issue).
This isn’t about that specific piece but a more general tip around Asset ID numbering vs. Asset tagging and use of the Asset Label field. There is no right or wrong answer here, but I do lean towards utilizing the Asset Label field if your organization wants to track the physical asset label of an item, even if you currently use the Asset ID number for that label. More on that after this first section!
Here is the Asset General window and a generic computer asset in Fabrikam Ltd.
I’ve highlighted two fields here: Asset ID and Asset Label.
The Asset ID is the primary identifier for the asset itself, much like a GL Account Number, Customer ID, Vendor ID etc. Once you create an Asset ID, the field is greyed out and not editable (without a tool like one of the Modifiers built into GP or through PSTL*, or an ISV product like Changer that has modifiers for some modules).
The Asset Label is a text field which is not locked, and is blank by default (unless “Default Asset Label from Asset ID” is marked in Fixed Assets Company Setup, per the picture below). The intent of the Asset Label field is it might literally hold the value of the Asset tag/label physically assigned to an asset, like a computer might have in your organization.
My recommendation has always been to use the Asset Label field to track what physical label value is attached to an asset, as opposed to using the Fixed Asset ID (even if you choose to use the FA ID itself as the “Asset Label”). Here are some reasons why.
I should also add that there are already other fields to track serial numbers of assets (under the arrow beside Manufacturer) so I’m specifically not talking about those here. Generally speaking, if there is an out of the box field intended to track a certain type of thing, like Serial Number or Model Number, I use it instead of hijacking another field for that purpose.
*PSTL = Professional Services Tools Library. This used to be a bunch of random tools that the Professional Services side of the GP team used to be for sale individually or used for addressing specific issues. At some point they were bundled into a library of tools and at a later point (10 years ago or so?), they were offered for free via PartnerSource download.
Well, that’s it for this post, which really was just discussion points around why you may or may not want to use Asset IDs for physical Asset Labels (if you’re using Fixed Assets in Dynamics GP).
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