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About Adding & Managing Assets

What is an Asset?

In Portal AMS Assets are any piece of physical equipment placed in a location for which you will be doing repairs, maintenance or some other sort of action tracked in a work order.

Assets are extremely flexible to allow complete management of an arcade space.

They are typically defined as a gaming machine, changer or kiosk.

However, you will also use assets to track things like point-of-sale counters, redemption counters & revenue in your collections & commissions calculations.

Let’s take a look at the anatomy of an asset and get into some specific scenarios showing proper use.

Asset Details & Settings

There are multiple attributes for each Asset.  Additionally each asset has optional settings to mark them with Commission Settings that will apply when you complete collection activities on them.

  • Name
  • Description
  • Manufacturer, Model, Serial #
  • Type & Category
  • Location
  • Purchase/Service/Warranty Date
  • Purchase & Residual Price
  • Useful Life
  • ‘Collect As’ Settings
  • Custom Fields
  • Attachments

Name

This is the name you’ve given your equipment.  Here you will want to be descriptive so that you can positively identify the exact machine in the space.  Example: “Skee-Ball (left)” would identify the exact one of two skee-ball machines at a location.

Description

A simple description.  Be as specific or verbose as you like.

Manufacturer, Model & Serial #

Track each of these for future reference & to help you keep track of specific physical hardware.

Type & Category

Asset type is system defined.  You may select regular, peripheral or point-of-sale.  We will use these classifications to enable planned future updates.

Regular Assets are physical game cabinets, changers or kiosks.  This is equipment that would potentially be moved from one location to another.

 

Peripheral Assets are meant to represent things like card readers or printers.  These might be attached to a game and moved from game to game.

 

Point-of-sale Assets are a way to denote that the asset is something like a cashier at the location or the redemption counter.

Asset Category is a user defined list.  You must first create a category before you can assign it.  To create a new category simply start typing and you’ll see a ‘create new’ button.

There are two categories that are hard coded for specific commission settings.

Categories “Redemption” and “Crane” are reserved for special merchandise deductions in the location commission settings.  You may assign any game to this category and the percentage you specify in commission settings will be deducted from the game revenue prior to splitting the commission.

Location

This is the location at which this asset is placed.  You’ll set this field when you set the machine & when you rotate the machine you’ll change this field.

Purchase, Service & Warranty Date
Purchase & Residual Price
Useful Life

These fields are reserved for future use to allow alerts & depreciation features.  More info to come.

“Collect As” Settings

Any machine that is involved in collections activities should be configured here.  The settings you give this asset will determine the type of data field that is generated in the mobile collection forms.  There are three possible settings.

Collect As Revenue – In the collection form these assets will be listed at the bottom and the values you’ll enter will be the amount of revenue collected from cash or credit.  Examples would be a changer, cash register or kiosk.  If you use tokens or card kiosks, you’ll enter the cash and credit collected at each of these machines.  If you are just using quarters, you’ll still need to create a revenue asset so that you can enter the total amount collected from all machines.

Collect as Meter – In the collection form these assets will be listed at the top and the values you enter will be the meter readings.  In the commission report, it will calculate the number of credits used by subtracting the prior meter reading from the current.

Collect as Count – In the collection form these will be listed at the top and the values entered will be the exact amount of credits/quarters/tokens collected.  This setting is specifically for games or bulk machines with no meters… and/or for bill validators attached to games where the meter is not set to count 4 per dollar.

Custom Fields

Custom fields give you the ability to attach one or more completely custom fields to your assets.  You can store a unique ID for your accounting software, or any other value.

Attachments

You may attach any image or PDF file to this asset that may be useful to view at a later date.