Viewing and Searching Assets
The Asset Register is the central hub for browsing, searching, and managing all asset records in AccuArk. It displays your assets in a filterable, sortable grid with powerful search capabilities. Whether you need to find a specific asset by serial number, see all assets at a particular location, or review assets in a certain status, the Asset Register provides the tools to get there quickly.
How to Access
Navigate to Assets > Asset Register from the main menu bar. This opens the Asset Register form within the main application window.
Required Permission: View Assets. Users without this permission will not see the Asset Register menu item.
Filter Bar Controls
Across the top of the Asset Register, a filter bar provides several controls for narrowing down the assets displayed in the grid. All filters work together — when multiple filters are applied, only assets matching all criteria are shown.
Location Filter
A dropdown listing all business locations you have access to, plus an "All Locations" option at the top. When you select a specific location, the grid shows only assets assigned to that location. The default selection is All Locations, which shows assets across every location you are authorized to view.
The location filter respects your user_location_access permissions. You will only see locations that have been granted to your user account. This ensures that location-level security is enforced even when browsing the asset register.
Category Filter
A dropdown listing all configured asset categories, plus an "All Categories" option. Select a specific category (such as IT Equipment, Vehicles, or Furniture) to show only assets in that category. This is useful when you want to focus on a specific type of asset.
Status Filter
A dropdown listing all asset status values, plus an "All Statuses" option. The available statuses include:
| Status | Description |
|---|---|
| Active | The asset is currently in service and being used. This is the default status for newly created assets. |
| In Storage | The asset exists but is not currently in use. It is stored at the assigned location. |
| Under Repair | The asset is temporarily out of service due to maintenance or repair work. |
| Checked Out | The asset has been checked out to an employee and is not at its home location. |
| Pending Approval | The asset acquisition is awaiting approval from a manager. |
| Disposed | The asset has been disposed of (sold, scrapped, donated, or traded in). Disposed assets remain in the register for historical records but are excluded from active counts and depreciation. |
The default selection is All Statuses, showing assets in every status.
Condition Filter
A dropdown listing condition values such as Excellent, Good, Fair, and Poor. This allows you to filter for assets that may need attention based on their physical condition rating.
Assigned Employee Filter
A dropdown listing employees, plus an "All Employees" option. Select a specific employee to see only assets assigned to that person. This is especially useful during offboarding to identify all equipment that needs to be collected from a departing employee.
Search Text Box
A free-text search field that filters the grid in real time as you type. The search matches against several fields simultaneously:
- Asset Number
- Asset Name
- Serial Number
- Manufacturer
- Model
- Barcode
For example, typing "Dell" will show all assets where "Dell" appears in any of these fields. Typing an asset number like "AST-00042" will jump directly to that specific asset. The search is case-insensitive.
To clear the search, delete the text or click the clear button next to the search box.
Grid Columns
The Asset Register grid displays one row per asset with the following columns:
| Column | Description |
|---|---|
| Asset # | The auto-generated or manually assigned asset number. This is the unique identifier for the asset. |
| Name | The descriptive name of the asset. |
| Category | The asset category (for example, IT Equipment, Vehicles). |
| Location | The business location where the asset is currently assigned. |
| Status | The current status of the asset (Active, In Storage, Under Repair, etc.). |
| Condition | The physical condition rating of the asset (Excellent, Good, Fair, Poor). |
| Acquisition Date | The date the asset was acquired or purchased. |
| Total Cost | The total capitalized cost of the asset (purchase + shipping + installation + other). |
| Book Value | The current book value of the asset (capitalized cost minus accumulated depreciation). This value updates after each depreciation run. |
You can click on any column header to sort the grid by that column. Click the same header again to reverse the sort order. Sorting is useful for finding the most expensive assets, the oldest assets, or assets in a particular status.
Location Security
The Asset Register enforces location-based security at all times. When the grid loads, it queries only assets at locations that appear in your user_location_access records. This means:
- You cannot see assets at locations you do not have access to, even if you know the asset number
- The location filter dropdown only shows locations you are authorized to view
- The employee filter only shows employees at accessible locations
- Search results are scoped to your accessible locations
This security model ensures that a user at one location cannot view or manage assets at another location unless explicitly granted access. Super Admin and Location Admin roles typically have access to all locations.
Opening an Asset
To open an asset for viewing or editing, use either of these methods:
- Double-click on the asset row in the grid
- Select the row and press Enter
Either action opens the Asset Master form in edit mode with the selected asset loaded. From there you can view all details, make changes, and save updates. Changes require the Edit Assets permission.
Refreshing the Grid
To reload the asset data with the current filters applied, press F5 or click the Refresh button on the toolbar. This is useful when another user has added or modified assets and you want to see the latest data.
The grid does not auto-refresh. You must manually refresh to see changes made since the form was opened.
Record Count
The status bar at the bottom of the Asset Register displays the total number of records currently shown in the grid. This count reflects the applied filters. For example, if you filter to a specific location and category, the status bar shows how many assets match those criteria.
This count is useful for quick inventory checks, such as confirming how many laptops are at a specific office or how many assets are currently under repair.
Tips for Effective Searching
- Search by asset number for exact lookups. If you know the asset number (from a barcode label, a report, or a maintenance ticket), type it into the search box for an instant match.
- Search by serial number for vendor support. When contacting a manufacturer for support or a warranty claim, search by serial number to pull up the exact asset record.
- Clear all filters to see everything. If you are not finding an asset, make sure all dropdown filters are set to their "All" options and the search box is empty. The asset may be in a status or location you did not expect.
- Use the status filter to find assets needing attention. Filter to "Under Repair" to see what is currently out of service, or "Checked Out" to review equipment that is with employees.
- Combine filters for precise results. Use multiple filters together — for example, set Location to "Warehouse A", Category to "Machinery", and Status to "Active" to see all active machinery at a specific warehouse.
- Sort by Book Value to find fully depreciated assets. Click the Book Value column header and sort ascending to find assets with the lowest book values, which may be candidates for disposal or replacement.
What to Read Next
- Adding an Asset Manually — Step-by-step guide to the Asset Master form
- Asset Acquisition Wizard — Guided 5-step asset creation
- Using the Asset Dashboard — Monitor your asset portfolio at a glance
- Asset Management Menu Navigation — Find every feature in the menu system