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Frequently Asked Questions - Assets

When using the hierarchical tree for storing assets in order to keep the tree as small as possible and more manageable sub locations can be defined at the lowest level rather than defining storage locations; the intention behind the hierarchical tree is to direct a member to a general area to locate an asset.

For example you may have a shelving system in a building that contains many boxed items but rather than add a storage item and therefore asset for every container box add a sub location of container box as typically the contents of the box will be written on the box anyway and the member just needs to know which shelving system to look at.

Sub locations therefore typically only contain one storage compartment and are assets where it is overkill to add an individual asset item for each one; NOTE: when you still need to record the value of these sub location assets you can still add one overall asset for the total quantity and assign the quantities to the assets they are located in for reporting purposes.

To add storage locations use menu option "Rescue Organization Manager -> General Lists" and select the "Asset sub location" list.

Assets are located based on a hierarchical tree, the best analogy I can think of is similar to a family tree.  At the root of the tree is generally a building, which in itself is an asset, where all the assets are stored.

Where an asset can store further assets define the storage locations of the asset using the main Storage section when editing an asset, examples are rooms in building, compartments in vehicle, pockets in packs etc...

For each asset use the "Quantites stored" sub section in the main General section to indentify the quantities of the asset and which storage item they are located in other assets.  When using this feature the value of the "Existing Location" field in the "Address where stored" sub location can be set to "<Not applicable>" as the address will be determined by the asset (usually a building) at the root of the hierarchical tree.

Reports can be obtained that itemise all the contents of an asset and where defined the value of the contents of that asset.  There is no limit to the depth of the tree but it is advised to keep this as small as possible to be manageable (read FAQ on sub locations).