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Asset Management Seminar

 Part 1: Learn how to track and manage assets in Microsoft Access
 

access asset management seminar

In this Microsoft Access tutorial you will learn how to build a database to manage your assets. You will learn how to create grouped assets (with unlimited grouping levels), track locations, owners, values, and keep a complete log of changes to the asset's history. Topics include:

- Develop proper asset management tables, queries, and forms
- Create asset groupings (unlimited parent / child relationships)
- Track asset owner, location, condition, values, serial number, more.
- Maintain a change history for any changes to asset

Click here to watch the first full lesson of the Seminar in our Online Theater:

 

 
Access Asset Management Seminar, Part 1
Description: Learn how to build an asset management database in Microsoft Access
Versions: I use Access 2013, however most of the material covered should work fine with most versions of Access.
Pre-Requisites: This course stands alone, however it is very strongly recommended that you have taken my complete Beginner series, and up to at least Access Expert 3 before beginning this class.
Running Time: 2 Hours, 9 Minutes
Cost: $69 - Order multiple courses to receive a discount up to 50% off

 

Here's What You'll Learn

This database covers all of the basics for tracking assets. We'll begin by creating our asset table and form where you can store all of the information you need about each asset: owner, location, condition, notes, serial number, acquired date and value, current date and value, and retired date and value, and more.

asset form

 

Then we will expand that and create a one-to-many relationship between assets themselves. This way, each asset can be a child of another asset. This allows you to create asset groups. Take, for example, a computer system. It may have a hard drive, processor, keyboard, memory, etc. Each of these are individual assets, and they all belong to the parent asset, which is the computer itself. The parent can have its own serial number, location, owner, etc.

asset database

 

You can double-click on any of the child assets in the subform to open up that specific asset's information. You can also double-click on either the owner or the location combo boxes to open up the details for those entities.

asset owners

 

You will learn enough VBA code and SQL to be able to hide or recolor certain fields based on their values (for example, change an asset name to blue if it has a parent record, or hide the location if it doesn't exist). We will also build our own subroutine to log any changes to any fields we wish to track in our history log.

asset history

 

If you want to note when a change was made to, for example, the asset's location, you can track that in the history log.

track asset changes

 

That's what we cover in Part 1 of the seminar. I wanted to build this database to include all of the features that most people will use. I will be adding a lot more in Part 2 of the seminar, based on user feedback. Additional topics to be covered in Part 2 may include:

- Placing assets into multiple classifications (equipment, furniture, etc.)
- Attachments (scanned invoices, warranty info, pictures, etc.)
- User-defined fields for each asset
- Generate and scan barcodes (may be a separate seminar)
- Search form - all major fields
- Move groups of assets from one parent to another
- Quick check-in screen for newly acquired assets
- Unallocated assets form (no owner or location)
- Future maintenance reminders / log
- Report on asset transactions (changes) between dates
- And more, again based on user feedback from Part 1.

 

If you want to be able to track assets in Microsoft Access, this is the perfect seminar for you. You will learn everything mentioned above. You will have access to the full database that we build in class with all of these features. If you have any question whether this seminar is right for you, please feel free to contact me.

 

Access Asset Management Seminar
 Outline for Part 1

00. Intro (7:55)

01. Setup Core Tables (27:10)
AssetT
EntityT
HistoryT
ConditionT
Query for Entities Based on Available Info
EntityQ

02. Setup Core Forms (26:10)
EntityF
EntityListF
Double Click to Open EntityF
Search Box in List Form
Enter Assets in Table
Assign ParentID
Create AssetF
Make Combo Boxes

03. Asset List & Child Subform (35:09)
Create Asset List Form
Create Child Subform
Click to Open Selected Asset
Recolor Fields Based on Values
Hide Owner, Location for Children

04. History Log (16:58)
Track Changes to Any Asset
Note Field Values in Log Table
Create LogIt Subroutine
VBA / SQL INSERT INTO

05. Topics for Part 2 (10:39)
List of Topics to Cover Next

06. Review (5:09)

 


 

 

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