Serial Number And Asset Number

[Ronald Frison]

All BGSU owned computers have a physical asset tag, a white sticker with black numbers, adhered to it. On laptops, the sticker will be on the bottom of the laptop; on tablets, this sticker will be on the back of the tablet; on all-in-one computers, this sticker will be on the back of the display; and on standard desktops, this sticker will be on the top of the computer case. Device chargers are NOT asset tagged.

We have been a small company but have grown immensely in the last while. My boss has suddenly put it on me to compile a list of all IT Equipment that is owned by our company. Oh, and it must be done in 3 weeks. For this he has authorised me to travel around the country going to each device, taking all the info needed and labelling it. That task alone (getting hands on all equipment) is going to be a fun task. Amidst all this is a huge networking project starting This Monday, ISP swap, new site setup and all day-to-day normal technical assists. I need a few more people right now, but at least I have the willing Spicers that can lend me their experience.

Short Info Bit: I need to record details of and label all IT equipment. I need to develop a numbering system which can help with location, user, and link things like software codes asset tags Capex Tags, etc. Pretty much as much as I can get because my company likes to change the game quite often. Please help!

I agree mostly with this idea, except the part about a user name. Companies and people separate and then your asset tag is stuck with someone who is no longer around. So you have to dispose of the asset tag just to rename it.

Example - Mary moves from Philly office to San Diego office and takes her company issued laptop, desktop, printer, scanner and coffee maker with her.
Why would you want to have reprint tags for all of those devices when you could simply change the location in the database for them?

The problem with adding departments and usernames to an asset tag is that they can change frequently. In less than a year you will have a huge mess of asset tags that do not link to the correct department or user. You could simply use the company name or the location as those will most likely not be changing anytime soon - example: XYZ company in NY could be XYZ001 (company name and asset # only), or 01XYZ001 (where 01 = NY, location and company name, then asset #).

For our naming convention on most assets, we simply use the serial number. Since this is always unique, it does not require us to change anything in the system due to turnover. For desktops and laptops, we use the description field in AD to show to whom the system is assigned.

Servers are identified by AAAABBCDEEENN. A = Shortened City location. B = State abbreviation. C = Physical server, virtual server, or hosting server. D = Coded identifier for OS. E = Server function (1 - 3 letters). N = Numerical sequence in the event of multiple servers of that kind. For instance, AUSTTXV8DC01 would be the first virtual domain controller server running Windows 2008 located in Austin, Texas.

As for asset tags, we use a pre-printed sticker with identifying our specific site, a bar code, and a four digit number. These are all tracked in our asset tracking system and can be assigned easily to individuals.

The dept, user, purchase date, and build notes are in Spiceworks. This is because users (temps normally) can work in one dept for 2 months then another dept, so they might keep the same equipment. Other times a dept has X full time staff, and if one leaves their replacement gets the same hardware. And so on. Granted we also have a 3 letter code for city that we preface everything with if it is common to several cities, i.e. Chi-T15001i would be a Chicago based iPad.

An asset number uniquely identifies the product you or your organization purchased. An asset number can be represented by either a license number for software or a service tag for a hardware appliance.

A license number is a unique identifier of your instance of software you or your organization purchased (example XXX-XXX-XXX). The license number is different from a license key. A license key is used to unlock the software while the license number identifies your newly purchased asset.

Locating your license number or service tag is unique to each product, so we created the simple look up tool below to help you locate information on how to retrieve your specific asset information. Select your product from the drop down below and it will direct you to a knowledge article produced by the product technical team. The article will provide information on how to locate your license number or service tag. If your product is not listed please contact customer service and they can help with your questions.

If you cannot locate the purchase email or the original purchaser then look on the appliance. The appliance hardware serice tag is stamped on the hardware when shipped and will be located on the back or side of the hardware.

If you cannot locate the purchase email or the original purchaser then a good place to start is to read the product documentation. Most product documentation has information regarding how your product is licensed. License number and license key information can be found in in the release notes section of your product documentation packet.

In developing an asset inventory, it is critical to develop a unique asset identification number (Asset ID) for each asset in the inventory. This ID number can be anything, as long as it is unique. The Asset ID allows for easier asset identification, allows systems to search and query data more effectively, and makes valuable data more readily available. Some software programs may limit the number of characters allowed in a given data field. The system should be aware of these limitations when selecting software and/or determining how to number assets. The numbering system should be consistent throughout the system and should be easily and quickly recognized by all personnel.

The system should consider putting Asset ID numbers on tags, especially tags that use either QR codes that can be read with phones or tablets or UPC codes that can be scanned by electronic devices and attaching the tag to the asset whenever the assets are visible and accessible. The tags should be durable and attached in a semi-permanent way. If tags become worn or knocked off the equipment, they should be replaced.

When creating a numbering system, the numbering scheme should be developed by the individuals who will have to use it most, or at least should be developed with input from these individuals. The task of developing an asset ID numbering system can seem simple, but in practice can be quite complex. It may be necessary to revise the system a few times before it is satisfactory. The best approach is to think about what should be accomplished with the numbering system, discuss different approaches, select an approach, and then do a pilot project to see if it will work properly. The pilot project should include a small subset of the overall assets from different parts of the facility to determine if the numbering system that was selected will work. If the numbering scheme does not perform adequately, it can be modified to solve the issues and the pilot can be repeated.

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

You can set up number sequences for fixed assets based on a default number sequence, or based on fixed asset groups. You also can set up number sequences to use for fixed assets with bar codes and for journals that you use to post fixed asset transactions.

If you assign special numbering sequences to some fixed asset groups (see the second method), the general default sequence continues to be used for the automatic numbering of fixed assets that are assigned to fixed asset groups that do not have group-specific number sequences.

Select a fixed asset group. On the General tab, select the Autonumber fixed assets check box, and select the appropriate number sequence in the Number sequence code field. This number sequence is used for all fixed assets that are assigned to the fixed asset group.

If there is a default number sequence for all fixed assets (see the first method), the default sequence is used for the automatic numbering of fixed assets that are assigned to fixed asset groups without group-specific number sequences.

You must create number sequences for the journals that you will use to post fixed asset transactions and also enter a number sequence in the journal before you create fixed asset transactions. The journals that are usually used for fixed asset transactions are Fixed assets, Inventory to fixed assets, General journal, and Fixed asset budget. Depreciation book journals use the same number sequence that is defined for the Journal batch number reference in the General ledger parameters form.

As an administrator, you can find details about the ChromeOS devices in your domain in the Google Admin console. To view the device list page, go to Menu DevicesChromeDevices. Click the serial number of any device to view device details. You can also create organizational units to apply settings to different groups of devices.

When you switch between organizational units, the displayed device count and dashboard information dynamically updates to reflect the selected organizational unit. To maximize the use of the dashboards, turn on the reporting policies.

The notification module at the top informs you about devices that require your attention, in addition to your ChromeOS device list page. Depending on the number of devices, it might take some time for the notifications to load. The percentage of the device fleet that requires attention is calculated based on the total number of devices in the selected organizational unit.

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