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How to Add a New Asset Manually

xAssets IT Asset Management User Guide
How To

How to Add a New Asset Manually

Adding an asset manually is the standard method for recording equipment that was not discovered automatically on the network -- for example, monitors, furniture, off-network devices, or assets received before discovery is configured.

Prerequisites

  • You must have permission to create asset records (your user group must allow inserts on the Asset table).
  • At least one asset category must be configured (e.g., PC - Desktop, PC - Laptop, Server, Monitor).

Steps

  1. Click the New Asset button in the header toolbar. This button is always visible at the top of the screen.

  2. A dialog appears asking you to select a category for the new asset. The category determines which form is displayed and which fields are available. Common categories include:

    • PC - Desktop
    • PC - Laptop
    • Server
    • Monitor
    • Printer
    • Network Device

  3. If your administrator has configured templates, these appear alongside categories in the list. Selecting a template pre-fills fields with standard values (e.g., a "Standard Laptop 2025" template might pre-fill the manufacturer, model, and default warranty period). Use a template when one is available to save time and ensure consistency.

  4. Click Next to open the asset entry form.

  5. Complete the required fields. Required fields are typically indicated with a red asterisk or bold label. Common fields include:

    • Description -- a short description of the asset
    • Status -- the current status (e.g., In Service, On Order, In Storage)
    • Location -- where the asset is physically located
    • Custodian -- the person responsible for the asset
    • Serial Number -- the manufacturer's serial number
    • Asset Tag -- your organisation's barcode or tag number (if applicable)

  6. Click OK to save the new asset. The system assigns a unique reference number automatically.

  7. After saving, you can continue editing the asset to add data on other tabs (e.g., Specification Data, Images and Documents, Financial Transactions).

Tips

  • If you need to create several similar assets, consider cloning instead: find an existing asset, select it, and choose Create a new Asset like the Selected One from the Actions on Selected Records menu. This copies all field values so you only need to change what differs (e.g., serial number).
  • For bulk data entry (tens or hundreds of assets), use the spreadsheet import method instead. See How to Import Assets.
  • Discovery is the most common way assets enter the system. Manual entry is best reserved for assets that cannot be discovered (contracts, off-network equipment, furniture).