A physical element is an equipment used in the company and carrying the specific information to track this equipment (receipt, report, transfer, disposal) and its count (bar code, localization).

In this screen, you can create, modify, copy or delete a physical element.
You can also perform a localization transfer or physical element disposal directly from this screen.

A physical element can be attached to one and only one asset. However, several physical elements can be attached to the same asset. For example, a central processing unit, a screen and a keyboard are three physical elements that can be attached to the same asset: a computer.
The management of physical elements is, in this case, linked to the asset management. The various movements (disposal, transfer) physical elements can be subject to will affect the asset and conversely.

Creating a physical element is also possible:

  • When entering an asset, by manual or automatic creation.
    Refer to the documentation for Fixed assets management.

  • When counting stock using an ADC.

In addition, physical elements can be subject to a certain number of mass processes or transactions via dedicated processes accessible from the sub-menu Physical management/Processings.

 You cannot duplicate a physical asset if the PHYAUTNUM - Physical asset numbering parameter (AAS chapter, PHY group) is set to None.

Prerequisites

See the documentation on Implementation.

Screen management

The entry screen consists of a header presenting the identification information of the physical element and multiple tabs:

  • Main: contains all the characteristics of the physical element
  • Movements: displays pending validation movements on the asset and potential disposal information
  • Geolocation: provides a Google Maps view of the physical element's location
  • Comments: provides the free entry of any description or additional information and the option to add a picture to the physical element
  • Other info: dedicated to free fields and provides tracking information on the record

Header

Presentation

The header contains the identification information of the physical element.

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Field

Use this tab to enter the data linked to the identification of the physical element, its acquisition and if necessary, its disposal, as well as the information from the last asset count.

You can also specify the reference of the main asset it is attached to.

The attachment of a physical element to an asset is performed:

  • In this function by entering or selecting the reference of an Active asset.
  • Manually, in Fixed assets and specifying the physical element(s) is it attached to.

If the PHYAUTCRE - Element automatic creation parameter (AAS chapter, PHY group) is set to Yes, you can automatically create and attach a physical element to the asset upon its creation (see the Physical elements option in the Fixed assets documentation).

Detaching a physical element can only be done in using the Physical elements option.

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Fields presentation

Geographic

  • Location (LCTCOD field)

You must enter the place where the physical element is located.
The location is itself linked to:

  • A building: geographic aspect of the attachment.
  • A financial site: accounting aspect of the attachment.

Use the selection screen of locations to perform a search by building and/or site.
Once the physical element has been created, changing location is authorized but only via transfer.
  • Building (BUICOD field)

The building cannot be entered. It automatically displays the building to which the location is attached.
  • Site (FCY field)

This field cannot be entered. It displays the financial site to which the location is attached.
  • Company (field CPY)

This field cannot be entered. It displays the company to which the financial site is attached.

Identification

  • Bar code (BAC field)

Use this field to enter the bar code registration number of the physical element so it can be taken into account during stock operations. The uniqueness of the entered code is controlled by the CPYBACUNY - Bar code uniqueness per company parameter (AAS chapter, PHY group).

The bar code maximum length is determined by the FMTCABFAS - Assets Bar code format parameter (AAS chapter, PHY group).

  • Serial number (field SRLNBR)

This field contains the serial number associated to the equipment. You can enter the field or it may be populated automatically by the count processing.
  • Main asset (field AASREF)

This field contains the asset reference to which the physical element is attached.
This assignment is created:

  • at the field level by specifying or selecting the reference of an asset in the list of assets that can be assigned.
  • or in the Asset management function (automatically when creating the asset, or manually via the optionPhysical elements).

To be eligible for assignment, the asset must be:

  • 'Active'.
  • Linked to the same geographic site as the physical element.

The assignment of a physical element to an asset is optional: It can be carried out after the creation of a physical element.

It is only possible to unlink a physical element via the Physical elements option of the Asset function.
  • Contact (field CNTNUM)

To specify a contact, select one in the Users miscellaneous table no. 630.

Purchasing

  • Supplier (field BPS)

This field is used to enter the supplier.

When no supplier is specified, this field is automatically populated with the asset supplier reference when attaching the physical element to the asset.
  • Category (field PHYCAT)

Use this field to indicate a physical category.

  • Order number (field ORDBUY)

This field enables the user to specify the description of the order.
When the Purchasing module is managed, the order must exist in the database.
  • Order date (field DORDBUY)

Use this field to specify the order date. It can be entered and is mandatory, provided that the order number is entered.
When the Purchasing module is managed, the order date is loaded automatically from the specified order.
  • Receipt number (field NUMRECEP)

Use this field to specify the order receipt number. When the Purchasing module is managed, the receipt must exist in the database.
  • Receipt date (field DNUMRECEP)

Use this field to specify the order receipt date. It can be entered and is mandatory, provided that the receipt number is entered.
When the Purchasing module is managed, the receipt date is loaded automatically from the specified receipt.

Count

  • Date of the last asset count note (field IVYDAT).

This field displays the completion date of the last physical element count.
This date can entered. It can also be populated automatically using the Register action from the counts mobile application.
  • Time of the last asset count note (field IVYTIM)

This field displays the completion time of the last physical element count. It cannot be entered.

This information is provided automatically using the Register action from the counts mobile application.
  • Current status

This field shows the physical element status. It can be entered. It can also be populated automatically using the Register action from the counts mobile application.

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Movements tab

Presentation

This tab displays information linked to the physical element movements and possible disposal information.

Information in the Pending movements grid cannot be entered.

This grid is loaded when the physical element, attached to the asset, has been subject to a financial site transfer movement or disposal movement requiring an adjustment.

The movement is then held. The movements notification is recovered on the Physical element screen, accessed from the Asset, so that the accounting manager is notified and can then validate the movement.

Once the movement has been validated, it becomes active and is removed from the grid.

The movements completed on a physical element which is not attached to an asset are instantly taken into account.

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Field

Pending movements

  • Movement date (field MVTDAT)

This field displays the creation date of the movement.
  • Disposal reason (field MVTISSTYP)

This field displays the disposal reason.
  • Transfer reason (field MVTTRANS)

This field displays the transfer reason.
  • Target financial site (field MVTFCY)

This field is entered in case of financial site transfer. It displays the target.
  • Target location (field MVTLCTCOD)

This field is entered in case of location transfer. It displays the target location.
  • Pending movement (field MVT)

This field displays the pending movement type.

Disposal

  • Disposal date (field ISSDAT)

This field cannot be entered. It displays the disposal date of the physical element.
  • Disposal reason (field ISSTYP)

This field cannot be entered. It displays the disposal reason of the physical element.
  • Picture (field ISSPCT)

You can link a picture supporting the disposal of the physical element.
Click to access your file explorer and pick a picture file.


Transfer

  • Last transfer (field TRFDAT)

This field cannot be entered. It displays the last transfer date of the physical element.

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Geolocation tab

This tab provides a Google maps view of where the physical element is located based on the address linked to its Location.

Comment tab

Presentation

Use this tab to enter any useful comment in the free zone, not to exceed 32,766 characters.
You can also save a picture of the physical element.

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Other info tab

Presentation

This tab is for free fields.
The number of free fields managed, their titles, the miscellaneous tables assigned to control the Code-type free fields and the currency for each Amount-type free field depend on the setup applied in the Free field properties function.

These free fields are to be used according to the management requirements, to store the data not covered by other tabs.

They can be sorted in multiple sub-tabs according to their type (alphanumeric, amount, coefficient and date).

The last sub-tab Record tracking displays information on the creation source (transactional entry, automatic creation, import, ...), it provides the code of users who created and last modified data, and the dates of these events.

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Field

Print

  • Free zone 1 to 10 (field USRFLDA 1 to 10)

This field enables the user to specify the value of a free area of the alphanumeric type which a miscellaneous table can be linked to. 10 areas of this type are available.

Amounts

  • Free zone 1 to 6 amount (field USRFLDM 1 to 6)

This field enables the user to specify the value of a free zone of the Amount type. Six free fields of this type are available.

Coefficients

  • Free zone 1 to 2 coefficient (field USRFLDC 1 to 2)

This field enables the user to specify the value of a free zone of the Coefficient type. 2 areas of this type are available.

Dates

  • Free zone 1 to 4 date (field USRFLDD 1 to 4)

This field enables the user to specify the value of a free zone of the Date type. 4 areas of this type are available.

Record tracking

  • Entry origin (field CREORI)

This field displays the origin of the object.
  • Creation user (field CREUSR)

This field is used to display the user who created (entered) the recording.

  • Date Time (field CREDATTIM)

This field displays the creation (entry) date and time of the record.
  • Modification user (field UPDUSR)

This field displays the user that made the last modification on the record.
  • Date Time (field UPDDATTIM)

This field displays the date and time of the last modification entered on the record.

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Other conditions


Creation

This generates a Creation event for a physical element (PHYCRT).

Modification

After validating the creation, you can no longer modify the Location directly from this screen.
To modify the location, you must perform a Transfer movement.

Deletion

You cannot delete a physical element if the physical element is attached to an asset.

Action panel

Events

This action displays the journal of events linked to the physical element management.
Click on the Display icon to access the event details.

Transfer

This action opens a screen used to perform a location transfer.

Enter the transfer parameters:
  • Enter the transfer date and reason.
  • Enter the new location.
  • Click Save.
You cannot transfer a physical element:
  • If it is disposed or carries a disposal notification.
  • If the asset to which it is attached is in the process of an intra-group sale.
Description of the transfer process

A geographic location transfer is made according to following conditions, depending on the situation:
  • The physical element is not assigned to an asset:
    • The transfer of the physical element is immediate.
  • The physical element is assigned to an asset:
    • If the new location is attached to the same financial site, the transfer is immediate.
    • If the new location is attached to a different financial site, the transfer is held until the transfer is validated at the asset level.
When other physical elements are attached to the asset, you must perform one of the following operations at asset level in order to validate the transfer:
  • Unlink the physical element(s) that are not impacted by the transfer from the asset and validate the transfer to the asset.
  • Split the asset in order to perform the transfer to the asset linked to the transferred physical element.
  • Perform the transfer from the asset: in this case, all physical elements attached to the asset are transferred.
Validating the transfer results in:
  • The update of the physical element with the newly entered allocations.
  • The generation of a Geographic transfer event (PHYAFFGEO). Two events are generated when the location transfer concerns a financial site (one for each site).
    You can inquire events in the Events Journal window, which can be accessed from the Other info tab.

Cancel transfer

This action opens a screen used to request the cancellation of the last physical element transfer.
  • Click Save. No other settings are needed.
Setup of the transfer cancellation process

The transfer is canceled, depending on the cases, according to the following terms:
   
  • The physical element is not attached to an asset: the physical element is updated with its previous assignments upon the last transfer.
  • The physical element is attached to an asset having a pending transfer movement: the movement is deleted.
  • The physical element is attached to an asset with no pending movement: This transfer cancellation is held until validation of the asset transfer.

The validation of a transfer cancellation triggers the generation of a geographic transfer cancellation event (PHYAFFGEO). Two events are generated when the transfer leads to a financial site change (one for each financial site).

You can inquire events in the Events Journal window, which can be accessed from the Other info tab.

Dispose

This action opens a screen where you select the action to perform on the physical element:

  • Disposal
  • Disposal cancellation
  • Stop cancellation

Disposal

Enter the disposal parameters:
  • Enter the transfer date and reason.
  • You can also link a picture supporting the disposal of the physical element.
  • Click Save.
Disposal processing description

Depending on the situation, the disposal is carried out according to the following terms:
  • The physical element is not assigned to an asset:
    • The disposal of the physical element is immediate.
  • The physical element is assigned to an asset:
    • The disposal is held until movement.
  • If this physical element is the only one assigned to the asset, the disposal of the physical element will be validated by the disposal of the asset. If multiple physical elements are assigned to the asset, you must do one of the following:
    • Detach the physical element(s) not affected by the disposal and validate the disposal for the asset.
    • Split the asset and process the disposal of the asset assigned to the physical element whose disposal is requested.
    • Perform the disposal from the asset: In this case, all physical elements attached to the asset are disposed.
Validating the disposal triggers:
  • The update of the physical element with the disposal information entered.
  • The generation of a Disposal (PHYISS) event.
You can inquire events in the Events Journal screen, which can be accessed from the Action panel.

Disposal cancellation

Use this action to open a screen used to cancel the physical element disposal.

  • Click Save. No parameter required.
Description of the disposal cancellation processing

The disposal is canceled, depending on the cases, according to the following terms:
  • The physical element is not assigned to any fixed asset:
    This cancellation triggers the update of the physical element by deleting the issue info.

  • The physical element is not assigned to an asset:
    The disposal cancellation is pending until the asset disposal cancellation is validated.
The disposal validation triggers the generation of a Disposal cancellation event (PHYISS).
You can inquire events in the Events Journal window, which can be accessed from the Other info tab.

Stop cancellation

This action is useful if a disposal cancellation has been carried out by mistake on a physical element attached to an asset.
Stopping the cancellation enables the deletion of pending disposal cancellation movements.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

All error messages are generic error messages.


Tables used

SEEREFERTTO See the documentation on Implementation.