How to Ensure Asset Costs Appear in All Costs History

This article explains the issue related to costs from purchase orders (POs) not appearing in an asset's All Costs history and provides guidance on how to address it.

Issue Overview

When invoices are entered through a purchase order created for an asset, the associated costs may not appear in the "All Costs" history for that asset. This can hinder tracking of maintenance expenditures for each asset.

Cause of the Issue

The absence of costs in the asset's All Costs history is not due to a bug in the system but rather how the system is configured and used. Specifically, if a purchase order is linked to an asset but does not include a product in the product field, the system cannot create a product cost transaction against the asset.

Steps to Ensure Costs Appear in Asset History

To ensure that costs from purchase orders are reflected in the asset's All Costs history, follow these guidelines:

1. Include Products on Purchase Orders:

   • When creating a purchase order linked to an asset, ensure that you include 'expense' type products. These should be linked to the appropriate general ledger (GL) code for that expense.

2. Using the Asset Analysis Tab:

   • If you create purchase orders without products, you must manually enter the cost details at the purchase invoice stage. To do this:
     • Navigate to the purchase order.
     • Click on the "Asset Analysis" tab.
     • Add the necessary cost details in this section.

3. Adjusting Purchase Order Setup:

   • If you prefer not to include products on the purchase orders, consider removing the asset field from the purchase order page. This can help remind users to update costs in the asset analysis section.

By ensuring that purchase orders include the necessary product details or by properly utilizing the asset analysis tab, you can effectively track costs associated with assets in the All Costs history. If you have further questions or need assistance, please reach out to our support team.