Computerize Your Assets Help

Cataloging Your Items

Cataloging Your Items

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Cataloging Your Items

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Inventory Item Browse Listing

Jump to item maintenance

 

Computerize Your Assets incorporates what we like to refer to as the Browse/Edit paradigm. Simply put, any time you wish to manage your inventory items you have a common place to start and execute the desired maintenance requests. We refer to this as the Browse ( See Below ). From this starting point you are then able to perform any allowed maintenance required.

 

 

itembrowse

 

Sort Order

A quick method available to change the list sort order is to click on a column header with your left mouse. On the first click you will notice a small + sign ( see example ) appear next to the column title. Not only does this inform you that column is currently used as the sort column, it tells you the column is sorted in ascending order. Clicking on the same column again changes the sort to descending order and produces a small - sign next to the column title.

TIP!

The column that is the active sort column has a special feature called a "Locator". Typing a character on the keyboard starts the locator searching for matches. The more characters that are entered narrows the search. The highlight bar will follow the results of the search. In the example above, the list is sorted on Item Code. Typing the letter "r" would result in the highlight bar moving down to the first item that begins with the letter "r". In the case above it would "Radio". Now typing in the letter "i" would result in the highlight bar moving down and selecting the first "Ring" in the list.

 

This is a very powerful search tool to locate items in your list quickly.

 

Query

Occasionally you may want to view a sub set of your data in the browse list based on query data that you supply. Clicking the "Query" button opens a query builder screen for you to build your filter. See example below:

 

datafiltercenter

In the example above we have built a query instructing the Browse list to only display inventory items that are in the "Dining Room" > Location. Clicking the "Apply" button returns a sub-set list containing only items that meet the filter request.
Considering the fact you may wish to execute the same query on more than one occasion, you can save the query and it becomes available to load at a later time by clicking on the "Load Query" button.

 

savequery

Save Query Screen

 

loadquery

Load Query Screen

 

 

Query Reset

Removes the query filter from the Browse list and reloads the list with the entire list

Query Print

Prints a report consisting of the items currently viewed in the Browse list. This is very useful if you need a report of just your query sub set of data.

View This Item

Opens the inventory item maintenance form in "View" only mode for the highlighted item

Insert New Item

Insert or add a new item to your inventory catalog.

Change This Item

Opens the inventory item maintenance form in "Change" mode for the highlighted item. Allows you to make modifications and/or adjustments to the information already entered for the item.

Delete This Item

Permanently "Deletes" the highlighted item from the data base. CAUTION  This action is permanent.

 

 

 


Inventory Item Data Maintenance

 

 

Computerize Your Assets has been designed to accept a significant amount of data for each item you catalog. Although there are certain pieces of information that required, there are also many other fields that are optional.

 

During your data input session you will notice that required input fields will be displayed with a nnn background color while those that are optional will be displayed with a light yellow background. See examples below.

 

reqfield

optfield

Input Required

Input Optional

 

It is, of course, in your best interest to provide as much information as possible about each item. We did not, however want to force this on you. The more information you provide in the event of a casualty loss the better your chances of a fair reimbursement.

 

updateitemdetail

 

Item Name

Type in or select from the drop down list a name for this item

Category

Type in or select from the drop down list a category this item be placed under

Location

Type in or select from the drop down list where this item is located

Purchased From

Type in or select from the drop down list the name of company or store where you purchased this item.

Purchase Date

Type in the date (or estimate) this item was purchased format. You may optional click on the button to right to select a date from a pop-up calendar.

Purchase Condition

This entry defaults to New when adding a new item. You may select from an alternate from the drop down list or enter a new condition.

Manufacturer/Brand

Type in the Manufacturer/Brand or select from the drop down list. ( Optional )

Model

Type in the model name or number for this item.  ( Optional )

Serial Number

If appropriate, enter the serial number of this item.  ( Optional )

Manufacture Date

Enter the date of manufacture if known. - Optional )

Current Status

Type in or select from the drop down the current status of this item.

Receipt Location

Type in or select from the drop down the location of the sales receipt for this item.  ( Optional )

Item Owner

If there are multiple property owners in the household you may, optionally, designate who this particular item belongs to. For example: You may have a parent living with you and you would prefer to identify their personal items. This feature was added in version 2.2 update.

Quantity

Enter the number of items this entry refers to. Example: 2 End Tables

Purchase Price

Enter the TOTAL price for the items, not the price each. Clicking the button next to this field displays a calculator in case you need to calculate the amount.

Receipt Scanned

Check this box if you have scanned the receipt for this item into the system. This is nothing more than a visual reminder for you and is not actually used else where.

Short Description

Type in a short description for this item. This is the information that is displayed in the description column on the Browse list.

Detail Description

Type in any additional information or you can use this field to keep any notes or comments relating to this item.

updateitemcurvalue

 

The "Current Value" information is provided for anyone that may have collectibles or asset items that can fluctuate in value over time. As conditions change you can simply access the information for the item and update the current value.

 

Current Condition

Type in or select from the drop down the selection that best describes the condition of the item as of this update

Assessment Date

Type in the date the this assessment was made. Alternatively, you may click the button nest to the entry field and select the date from a pop up calendar

Valuation Method

Type in or select from the drop down list the method used to arrive at the current value.

Appraised By

If your item has been appraised type in or select from the drop down list the name of the appraiser

Current Value

Enter the values of this item as of this update.

 

 

updateiteminsurance

 

Often an item is valuable enough a normal home owners insurance policy will not cover the reimbursement of the entire value of the item and a rider is purchased from an insurance company. The detail in the RED rectangle is provided to record this information.

 

Initially the input fields are disabled, however, to activate the input fields simply click in the "Check Box If Item Is Insured". This enables the remainder of the fields to enter data.

 

Insurer ID

Type in the name of the insurance company or click on the drop down list to select from the list if the insurer has already been entered. See Insurance Companies for more information on the insurance company detail.

Once an insurer has been selected or entered, the insurance company record can be edited by clicking on the "Edit Company" button next to the drop list.

Agent Name

Type in the name of the insurance agent or click on the drop down list to select from the list if the agent has already been entered. See Insurance Agents for more information on the insurance agent detail.

Once an agent has been selected or entered, the insurance agent record can be edited by clicking on the "Edit Agent" button next to the drop list.

Policy Number

Enter the policy number.

Policy Location

Type in the location or click on the drop down list to select from the list where the policy for this item is located.

 

 

Computerize Your Assets, in addition to providing special insurance detail, provides the ability to maintain a listing of warranties for each item. These can consist of manufacturer warranties or extended warranties you have purchased. There is no limit to the number of warranties that can be attached to each item. The information in the BLUE rectangle accesses this information.

 

The Browse box contains a list of each of the warranties attached.

 

Add A Warranty

Click on the "Insert" button to add a new warranty for this item. See Item Warranties for more information on adding warranties.

Edit A Warranty

Highlight the warranty in list using the arrow keys or the mouse and click on the "Change" button to access the warranty detail. See Item Warranties for more information on adding warranties.

Delete A Warranty

Highlight the warranty in list using the arrow keys or the mouse and click on the "Delete" button to access the warranty detail. See Item Warranties for more information on adding warranties.

 

 

updateitemestate

 

Special Note!

Computerize Your Assets comes complete with an estate planning utility, however, although it is available during the trial period, it is only available in the Extended Edition of the purchased software. We mention this here so you won't be mislead when you make your purchase decision.

 

Initially every field on this tab will be disabled. In order to activate them, click in the "Assigned To Individual" to mark the item as being assigned. This will activate the remainder of the detail.

 

Although the screen above has the appearance of considerable detail being required, it is misleading as everything below the "Individual ID" drop list is Read Only. Select from the drop list the individual you wish to assign this item to and the remainder of the fields are completed automatically from the recipient data table. See Recipient List Management for complete details on managing your recipient individuals.

 

The "Estate Planning" features in Computerize Your Assets are provided to assist you in the planning phase of the distribution of your assets and personal possessions. Documents and information produced by this software program ARE NOT "Legal Documents" or "Legal Documentation" and are not testamentary instruments. You should ALWAYS seek the council of your Attorney or Estate Planner Professional to be assured your desires and wishes are carried out according to your wishes and your plan conforms to the letter of the law in your State or Country.

 

 

updateitemimages

 

The last tab on the item data input screen is a listing of all images ( photos, scanned receipts etc. ). You are free to attach as many images to each item you wish. For example, you could attach a couple of photos of the item, scan in the purchase receipt, scan the warranty and scan the insurance document. All images are cataloged from this screen. To attach an image simply click on the "Attach New Photo" button. See Add photos or images for an item for a complete description of accomplishing this.

 

You may also find it necessary to edit the information or even update a particular image. Select the image you wish to modify from the list and click on the "Change Photo" button.

 

If you need to completely remove an image from the item, select the desired image from the list and click the "Delete Photo" button. You will be asked for confirmation of this action.

 

NOTE!

Computerize Your Assets makes a copy of the original image and stores it in a special folder. When you delete an image the copy is removed and the original is left as is.

 

Related Topics

Getting started

How do I take an inventory

 

 


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