Create an Asset Item or Equipment Item from a Change Order

You can automatically create asset items and equipment items in the Equipment Info Center from line items that you enter as change orders for purchase orders.

Prerequisites: For the prerequisites that are required before asset items or equipment items are automatically generated from a change order, see the Creating Asset and Equipment Items from Purchase, Change, and Release Orders topic.

The following steps apply to standard or service type purchase orders that have only one project for distributing the purchase order's costs. You enter the project on the Default Distribution tab of the Purchase Order form.

To automatically generate asset items or equipment items from change order line items, complete the following steps:

1. From the Vision Navigation menu, click Purchasing > Purchase Orders.
2. In the Search field, select the purchase order for which to create a change order. The purchase order must have a status of Printed, meaning that you final printed the purchase order.
3. On the Purchase Orders form toolbar, click Process > Change Order.
4. On the dialog box that asks if you want to change the purchase order, click Yes.
5. On the Change Order dialog box, select a reason for the change order and click OK. You are returned to the General tab of the Purchase Orders form. A row has been added to the Change/Cancel Orders grid for the change order. The Status field in the grid prefills with In Progress for the change order. In the Status field for the purchase order itself, Printed is replaced with Changed.
6. In the Line Items grid on the Line Items tab, insert new line items or modify an existing line item by clicking the View Details option on the grid toolbar.
   • Select a purchasing item in the Item field with a category type of Capital Items to create an asset item in the Equipment Info Center.
   • Select a purchasing item in the Item field with a category type of Equipment to create an equipment item in the Equipment Info Center.
   Do not select an item that is an inventory item. Inventory items cannot become asset items or equipment items. Each line item that you enter in the grid becomes one asset item or equipment item in the Equipment Info Center, regardless of the quantity that you enter for it in the Line Items grid. For example, if you enter a purchase order line item with a quantity of five, it becomes one asset item or equipment item that represents five of that one item. If you want each of these five items to be five separate asset items or equipment items in the Equipment Info Center, you must enter five separate line items on the purchase order, each with a quantity of one.

   In addition, when an equipment item is created from a Change Order, any documents that are attached to the transaction are automatically added to the Attachments grid for the associated Equipment Info Center record.

7. Click Save and submit the change order.
8. After the change order has been approved, final print the change order:
   1. Open the purchase order, and on the toolbar of the Purchase Orders form, click Print > Print Current PO.
   2. On the Purchase Order Form dialog box, select the Final (Mark as Printed) option (and any other appropriate options) and click Run.
   New line items from the change order are added automatically as asset items or equipment items in the Equipment Info Center after you click Run. Changes that you made to existing purchase line items are applied to the existing asset items or equipment items in the Equipment Info Center.

Postrequisite: You must complete entries in the Equipment Info Center for new asset items before you can process depreciation for them in Asset Management > Depreciation Processing.

This includes changing the asset status from Inactive to Active and entering an in-service date and other depreciation information before you can process depreciation. Optionally, you can associate and assign employees with asset items in the Equipment Info Center.