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Renumber Asset or Change Asset Facility

There will be times when assets need to be renumbered. For example, when assets are sold or auctioned, you may still want to retain the costs for that asset at least until the end of the year.

Some state and federal regulations require vehicle information to be kept for up to five years. For these reasons, RTA recommends that vehicles be renumbered and moved to another facility rather than being deleted from the system.

Renumbering an Asst

Assets can be renumbered in the following ways using the “Manage Asset” button on the Asset info banner in RTA:

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  • An individual asset can be renumbered and remain in the same facility

    • Click “Manage Asset” from the Asset Info Banner in the asset file

    • A side panel will open up

    • Leave the Facility Number alone

    • Change the asset number in the “Renumber To” field

    • Click Save at the bottom of the side panel

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Moving Assets to a New Facility

Moving Assets in Bulk

When needing to transfer more than one asset from one facility to another, use a bulk action to save time and effort.

Moving assets in bulk only works when the assets being moved are coming from the same facility and moving to the same facility

  1. From the main menu, click on <Assets>

  2. Click on <Actions> in the upper right corner to expand the drop down

  3. Click on <Move Assets>

  4. The user will be presented with a multi-step utility screen

    1. Step 1: Select Assets

      1. Select all assets to be moved by clicking the selection box next to the asset number

        1. TIP: Use filter and sort functions to reduce the list where applicable

      2. Click <Next>

    2. Step 2: Choose Facility

      1. Use the Facility field to select the facility the assets will be moved to

      2. If wanting to adjust the customer facility as well, select the box in the <Adjust Customer Facility> selection area

        1. TIP: This will only work if the customer currently assigned to the asset also exists in the facility it is being moved to. If it does not, the customer would need to be created in the receiving facility before the transfer is made OR the transfer can be made, and the customer can be added to the receiving facility and then each relocated asset would need to have the customer manually added to the asset file

      3. If wanting to adjust the PM Template WO Facility, select the box in the <Adjust PM Template WO Facility> selection area

        1. TIP: This will only work if the PM Template exists in the receiving facility. If it does not, the PM WO Template field will be left blank in the asset file

      4. Click <Next>

    3. Step 3: Review and Confirm

      1. Before finalizing the transfer, a review window will populate that shares the number of assets being moved and which facility will receive them

        1. TIP: Any active/open work orders for assets being transferred will remain in the facility where they were created

      2. Click <Next>

    4. Step 4: Completion

      1. The completion screen will display how many assets were successfully moved as well as how many failed to transfer

      2. Assets that failed to transfer will display in a grid on the completion screen with a reason for failure

        1. Common reasons these transfers may fail include:

          • Asset exists in destination facility - The receiving facility already contains an asset with the same asset number

          • Open WOs, cannot archive - Receiving facility is an archive facility and the asset has an open work order

          • Open Fuel, cannot archive - Receiving facility is an archive facility and the asset has open fuel transactions

          • Open Accidents, Cannot archive - Receiving facility is an archive facility and the asset has an open accident report

          • Open Motorpool reservations - Asset has an open motor pool reservation

Moving Assets Individually

  • An individual vehicle can be renumbered and moved to a new facility, with the same or new vehicle number

    • Click “Manage Asset” from the Asset Info Banner in the asset file

    • A side panel will open up

    • Choose the appropriate Facility from the “Facility*” dropdown (Refer to Add a Facility for instructions on creating facilities in RTA)

    • Select the appropriate options applying to the facility change

      • Adjust Customer Facility (Select if the customer attributed to the asset should also be tied to the new facility)

      • Adjust PM Template WO Facility (Select if the PM records for the asset have a WO template that need to be moved and attributed to the new facility as well)

  • An entire department of vehicles can be renumbered and moved to a new facility, with the same vehicle and department numbers Refer to Renumbering a Vehicle for information on how to perform this action or contact our support@rtafleet.com for more information on how to allow this feature.

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