An asset is a record in iiQ Resources that allows users to track a specific resource. iiQ Resources supports serialized, generic, and consumable assets.
Serialized | These assets are unique, durable, and of higher value. They possess a serial number and are repairable. Examples of these assets can be musical instruments or calculators.
In iiQ Resources, each serialized resource has an individual record with information about that resource (including a unique asset tag, asset status, owner, a unique serial number (when applicable), price, date of purchase, etc.).
So, if you want to keep track of all 300 microscopes individually, 300 records should be created in iiQ Resources.
When checking serialized assets out to students and district employees, they will receive a unique, easily identifiable asset (either by an asset tag or a serial number). When checking a serialized asset from students and district employees, they are expected to return the specific serialized resource previously distributed to them.
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Generic | Characterized as interchangeable and managed in bulk, these assets can generally be checked in or out between users, and most of these goods are handed out or exchanged in bulk. Examples of these goods can be textbooks, sporting goods, or chairs. Generic resources in Incident IQ are represented by one record for each generic resource with inventory information.
Generic resources will have the same asset tag that applies to all inventory of that specific generic resource. When checking generic assets out to students and district employees, there’s no indication of which one of the 500 generic resources the student or the district employee received.
So, if you want to keep track of all 500 AP History textbooks in bulk, only one record should be created in iiQ Resources.
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Consumable | Characterized as assets meant to be used and not returnable, these assets are generally assigned to a single user and disposed of when fully used. Examples of this asset type include workbooks, art supplies, or dissection kits.
If the district wants to keep track of all 500 workbooks in bulk, only one record should be created in iiQ Resources.
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Viewing an Asset
Explorer View
Each Resource Group has an Explorer View that shows the Asset Types for the selected Resource Group.
Read more about Resource Groups here:
The Resource Group Explorer displays all the Asset Types created for that specific Resource Group. The individual Asset Type cards display the number of assets available for each. If there are no assets associated with the asset type, it will not show on the explorer view.
The Grid View can be accessed by clicking on the Asset Type Name from the Assets Explorer page or by selecting the Asset Type from the Left Navigation.
The Grid View contains a tab for each asset type in the Resource Group.
The default column configuration at the Asset Type controls columns on the grid listing.
When looking at the default view without applying a location filter, you will see the total and available quantities for the entire district. However, if you apply a filter to display a specific location, you will only see the available and total quantities for that particular location.
Grid Listing Fields
The fields listed below are available in the Grid Listing to provide users with additional details. These columns may vary based on the default settings for each Asset Type and are categorized as follows:
Required: Fields that must be included.
Optional: Fields that can be added at the user’s discretion.
System Generated: Data that is automatically generated either by the Asset Type or from adding inventory.
Alternatively, the fields can be added by:
All ISBN fields can be used when creating a custom view or export.
Total Quantity, Available Quantity, and Inventory Type are not available in Custom Views but can used as columns or exports.
Field Name | Required/Optional | Description |
Total Quantity | System Generated | The total existing number of assets. |
Available Quantity | System Generated | The total number of assets that still need to be checked out. |
Inventory Type | System Generated | Serialized, Generic, Consumable |
ISBN 10 | Optional | A 10-digit unique identifier for assets created before 2007. |
ISBN 13 | Optional | A 13-digit unique identifier for assets created after 2007. |
ISBN Title | Required | Title of the asset. Usually reserved for books, novels, and textbooks. |
ISBN Author | Optional | Author of the asset. |
ISBN Publisher | Optional | Publisher of the asset. |
ISBN Published | Optional | Year of when the asset was published. |
ISBN Edition | Optional | Edition of the asset. |
ISBN Binding | Optional | Type of binding. Ex: Perfect, Spiral, Case, Comb |
Average Price | Optional | This is a read-only field that shows the Average District Purchase Price of non-serialized asset inventory items (this is district-wide, not location-specific). It becomes visible only after the inventory is added for a particular item, whether from the Inventory Importer or the Add Inventory feature on the Inventory tab, and only in the Resources product.
Please note that this field can be exported; however, the column is not sortable in the grid view. |
Custom View
Custom views enable you to create personalized perspectives to manage and monitor various district resources efficiently. These views can be tailored to specific categories or resources, providing a detailed and customized way to track and organize information.
To create a custom view, click New View from the Assets Explorer page or New View from the left navigation.
Click Add Filter from the View Designer modal. You have access to filter by ISBN fields.
Select and save the filter(s), and Name and Save the view.
From here, you can also select the Columns tab and change the order of the columns and add additional columns. Selecting the Sharing tab will allow you to share the view with other agents or teams.
The new view is available in the left navigation under Views. Custom views are not saved under individual Resource Groups.
Users can apply the Room filter alone on asset grids, eliminating the need for a Location filter to filter out non-serialized assets.
Tip: You can apply a Room filter to asset grids to filter assets without needing to add a Location filter for the results to display.
Modifying Assets
Individual Edit
On the asset details page, you can submit a ticket, edit the asset, delete the asset, or print an asset label. Additionally, you will have access to important asset information, including Asset Type, Inventory Tag, ISBN, and Asset Status.
You can also add fees using the Fee Tracker (only if you are using Fee Tracker app).
There are additional tabs related to Assets.
Asset Timeline - This tab shows the asset history, including changes made to the owner or asset status.
Rule Log - This tab shows the rules that have been run on the asset
Inventory (only for non-serialized assets) - This tab shows the total number of inventory available, availability by location and supply flow
The Average District Purchase Price of non-serialized assets will be included on the individual asset details page and is a read-only field.
It becomes visible only after inventory has been added for a specific asset, either through the Inventory Importer or the Add Inventory feature on the Inventory tab.
It is calculated by adding together all inventory additions, then dividing the Total Cost (total quantity added × unit cost) by the Total number of items.
Entries with a unit cost of zero are excluded from the Average Purchase Price calculation.
Consumable items use the same calculation logic as Parts today. (Read more about Total Cost for Parts here: https://community.incidentiq.com/total-cost-asset-depreciation-150/total-cost-for-a-single-asset-parts-and-labor-4735?tid=4735&fid=150#Cost+Tracking)
Generic items follow average cost accounting methods; removed or retired inventory does not alter the running average cost of added inventory.
This cost is reflected at the district level and is not tracked at the individual location level.
Change Owner
You can assign an Owner to a serialized asset by selecting the pencil icon, searching, and selecting the user (can filter by Location or Role).
The Owner field will be updated to reflect the new owner. The Check-In/Out Records section will indicate that this asset has been checked out to the new owner, and a checkout record will also be created in the user profile of the individual who has checked out the asset.
If the Asset was already assigned and you assign a new Owner to that Asset, the check-in/out records will be updated in multiple places, including:
Asset Details page
Users Profile Page
Check In/out page
The Records page displays both check-in and check-out records.
Users with the ‘Assign Owner’ permission can unassign an owner by selecting the unassign icon and confirming by selecting Yes.
Edit Due Date
Users with the Edit Asset Details permission can set the Due Date of a serialized asset from the asset profile.
Users with the View Asset List and Details permission can see an Asset's due date from its profile.
On the Asset details page, you can set/edit a Due Date by selecting the pencil icon, entering a date, and selecting Save.
The Due Date can be edited only for serialized assets checked out to a user.
Bulk Edit
Bulk options are available for Serialized resources. Bulk options are not available for Consumable or Generic resources.
To apply a bulk action, navigate to the left-hand navigation and select the Resource Group you are looking for. Selecting “Explorer” will take you to the Asset Explorer page, and selecting the “Other” drop-down will take you to the bulk actions.
Move
Change Status
Other
You can print asset labels in bulk. Learn more about printing asset labels from templates here.
Deleting an Asset
Incident IQ allows users to delete any asset in the system, provided they have the necessary permissions. To delete an asset, go to the asset’s detail page and select Options > Delete Asset. Please note that deleted assets are not permanently removed; a district admin can recover them if necessary.
Restoring Deleted Assets
Administrators and agents with the correct permissions can view and restore any Resources asset that have been deleted. To do so, begin by selecting Resources > Deleted Assets from the navigation menu.
To view the Deleted Assets page and to restore assets, users must have the ‘Delete Assets’ permission.