Asset table: Standard fields

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The Asset table contains information about all asset items in the database. Information from lookup tables (for example Category or Location) is not stored in the Asset table, AssetCAT only saves a link to the relevant item in the lookup table. This means that any changes you make to a lookup item, for example fixing a typing error, is reflected in all asset items where the item is used.

Acquired From (Text 100 - lookup)

The name of the store where you bought the item, who you got it from etc.

Appraisal Date (Date)

The appraisal date.

Appraisal Notes (Memo)

Any additional notes about the appraisal.

Appraiser (Text 100 - lookup)

The name of the appraiser (this could be a person, a catalog, etc.).

Asset ID (Numeric)

This is an unique ID number that is assigned to each record in the table. You cannot edit this field.

Bar Code (Text 50)

The bar code number.

Beneficiary (Text 100 - lookup)

The name of the beneficiary, if any.

CAT Database (Text 255)

With this field you can link to a BookCAT, CATraxx, CATVids, SoftCAT or StampCAT database. The total price/value is automatically fetched from this database when you open the AssetCAT database, and the Item Cost and Estimated Value fields are automatically updated.

To link to a database, either click the ... button to open the 'Select Database File' window, or drag the database file from Windows Explorer and drop it on this field.

Category (Text 100 - lookup)

The category you want to group this item under. You can enter both a "main" category and a "sub" category, separated by a colon, for example Collections: Books.

Color (Text 100 - lookup)

The color of the item.

Condition (Text 100 - lookup)

The item's condition, for example "Excellent", "Good" or "Needs Repair".

Date Acquired (Date)

The date you acquired the item.

Description (Memo)

Use this memo field for a longer description of the item.

Documents (Binary)

With this field you can store documents (Word documents, HTML files, PDF files, etc.) in the database, for example the receipt or invoice. Maximum file size is 5MB.

To add a file to the database, you can simply drag-and-drop the document file from Windows Explorer and drop it on this field.

Estimated Value (Number)

Use this field to store the estimated value of the item.

File Links (Text)

With this field you can add links to external files.

Unlike the Documents field, this field will only link to external files. The files are not stored in the database.

Insurance Policy (Text 100 - lookup)

Use this field to link the item to an insurance policy.

Invoice No (Text 50)

The invoice number.

Item Cost (Number)

What you paid for the item.

Item Links

With this field you can create links to other related items.

Item Name (Text 255)

The item name/short description. You can use the Description field for a longer more detailed description.

Last Modified (Date)

The date/time the record was last modified. This field is automatically updated by AssetCAT when you edit data.

Location (Text 100 - lookup)

Use this field to keep track of where the item is located.

Main Category

The main category (Main Category: Sub-Category).

Manufacturer (Text 100 - lookup)

The name of the manufacturer.

Model (Text 100)

The manufacturer's model number.

Owner (Text 100 - lookup)

The owner of the item.

Production Year (Text 4)

The production year.

Quantity (Number)

With this field you can specify the quantity, if more than 1. This will update the Total Cost, Total Replacement Cost and Total Value fields.

Notes (Memo)

This memo field is for your own notes.

Photo 1-9 (Binary)

This field contains the actual image if the image is stored in the database.

Photo 1-9 - Compressed (Yes/No)

Specifies whether the image is compressed or not (only applies to BMP images).

Photo 1-9 - External (Yes/No)

Specifies whether the image is stored externally (only the file path to the image file is stored in the database), or not.

Photo 1-9 - Filename (Text 255)

If you have linked to an external image, this field contains the file name.

Photo 1-9 - Notes (Memo)

This memo field is for your own notes about the image.

Photo 1-9 - Thumbnail (Binary)

This is a thumbnail of the image. The thumbnail is automatically created when you add a new image.

Photo 1-9 - Type (Numeric)

The type of image: 0 - bmp, 1 - gif, 2 - jpeg, 3 - png, or 99 - other.

Reference No (Text 25)

Use this field for identifying items.

AssetCAT will automatically generate the reference number. To configure this feature, choose Tools=>Options=>Reference No and make your selections.

Registered (Date)

The date the item was registered/added to the database.


With this field you can keep track of repairs. You can enter the date, and any additional notes about the repair.

Replacement Cost (Number)

Use this field to keep track of the replacement cost.

Room (Text 100 - lookup)

Use this field in conjunction with the Location field to register where the item is located.

Serial Number (Text 50)

The manufacturer's serial number.

Size (Text 100)

The size of the item.

Status (Text 100 - lookup)

The status of the item, for example "In Use" or "For sale".


The sub-category (Main Category: Sub-Category).

Tags (Text 100 - lookup)

With this field you can enter any number of tags (or "keywords") that describe the item.

Total Cost (Number)

The total cost (Item Cost * Quantity).

Total Replacement Cost (Number)

The total replacement cost (Replacement Cost * Quantity).

Total Value (Number)

The total value (Estimated Value * Quantity).

Warranty Expiration (Date)

The date the warranty expires. This is automatically filled in when you select warranty type (see below).

Warranty Expired (Yes/No)

This field indicates whether the warranty has expired or not.

Warranty Type (Text 100 - lookup)

The type of warranty, for example "90 days", "6 months" or "2 years".

AssetCAT will automatically fill in the Warranty Expiration field when you make a selection from the Warranty Type drop-down list. The expiration date is based on the acquired date and the warranty length. The warranty length is specified in the Warranty Type lookup table.

Web Links (Text)

Here you can add links to web sites.

Weight (Text 100)

The weight of the item.

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