Assets & Equipment

Track company assets, equipment assignments, and manage inventory.

Overview

The Assets module helps you:

• Maintain asset inventory
• Track equipment assignments
• Manage asset lifecycle
• Schedule maintenance
• Monitor depreciation
• Generate asset reports

Asset Dashboard

Overview

The dashboard displays:

• Total asset count
• Asset value summary
• Recently assigned
• Maintenance due
• Assets by category

Quick Stats

Asset Categories

Common Categories

IT Equipment

• Laptops and desktops
• Monitors
• Keyboards and mice
• Headsets
• Webcams
• Docking stations

Mobile Devices

• Mobile phones
• Tablets
• Portable chargers

Furniture

• Desks
• Chairs
• Filing cabinets
• Whiteboards

Vehicles

• Company cars
• Trucks
• Motorcycles

Tools & Equipment

• Power tools
• Specialized equipment
• Safety gear

Managing Categories

Adding Categories

1. Enter:

• Category name
• Description
• Default depreciation rate
• Parent category (optional)

1. Save

Category Hierarchy

Organize with subcategories:

• IT Equipment
• Laptops
• Desktops
• Peripherals

Adding Assets

Create Asset Record

Basic Information

1. Enter details:

• Asset name
• Category
• Asset tag/ID
• Serial number
• Model number
• Manufacturer/Brand

Purchase Information

• Purchase date
• Purchase price
• Vendor/Supplier
• Invoice number
• Warranty expiration

Location & Status

• Current location
• Status (Available, Assigned, Repair, Retired)
• Condition (New, Good, Fair, Poor)

Custom Fields

Add additional fields as needed:

• MAC address (for IT)
• License plate (for vehicles)
• Configuration details

Bulk Import

Import from CSV

1. Download template
2. Fill in asset data
3. Upload file
4. Map columns
5. Review and import

Asset Assignment

Assigning to Employees

Assets are assigned to the people in your People Management directory.

Assign Asset

1. Open asset record

1. Select employee
2. Set assignment date
3. Add notes (optional)
4. Employee is notified

Check-Out Process

1. Employee acknowledges receipt
2. Condition noted at checkout
3. Assignment recorded

Returning Assets

Check-In Process

1. Open asset record

1. Select return date
2. Note condition
3. Process return

Return Reasons

• Employee leaving
• Upgrade/replacement
• No longer needed
• Repair required

Assignment History

View full history:

• All previous assignments
• Assignment duration
• Check-out/check-in dates
• Condition changes

Asset Lifecycle

Status Workflow

New/Available → Assigned → In Repair → Available → Retired

Available

• Ready for assignment
• In good condition
• In stock

Assigned

• Currently with employee
• Active use
• Tracked location

In Repair

• Under maintenance
• At vendor for repair
• Awaiting parts

Retired

• No longer in service
• May be disposed
• Historical record kept

Depreciation

Asset depreciation here complements the fixed-asset records in Accounting - track book value alongside your financials.

Setting Up Depreciation

1. Configure depreciation:

• Method (straight-line, declining)
• Rate per year
• Useful life years

Depreciation Methods

Viewing Depreciation

• Current book value
• Accumulated depreciation
• Remaining useful life

Maintenance

Scheduling Maintenance

Create Maintenance Schedule

1. Open asset record

1. Enter:

• Maintenance type
• Due date
• Frequency (one-time, recurring)
• Assigned technician
• Notes

Recurring Maintenance

Set up regular schedules:

• Weekly inspections
• Monthly servicing
• Annual certifications
• Mileage-based (vehicles)

Recording Maintenance

Log Maintenance Work

1. Open maintenance record

1. Enter:

• Completion date
• Work performed
• Parts used
• Cost
• Next maintenance date

Maintenance History

View complete history:

• All maintenance records
• Costs over time
• Issues found
• Parts replaced

Maintenance Alerts

Automatic reminders:

• Maintenance due soon
• Overdue maintenance
• Warranty expiring

Asset Tracking

Location Tracking

Recording Location

• Current building/office
• Room number
• Department
• Remote (with employee)

Location History

Track movement:

• Date of each move
• Previous and new location
• Reason for move

Barcode/QR Codes

Generating Labels

1. Select assets

1. Choose format:

• Barcode
• QR code
• Asset tag

1. Print labels

Scanning Assets

Use scanner or mobile app:

1. Scan asset label
2. View asset details
3. Update information
4. Record activity

Audit Trail

Track all changes:

• Who made changes
• What was changed
• When it occurred
• Old and new values

Inventory Management

Stock Levels

Consumable Items

Track items that get used up:

• Office supplies
• Printer cartridges
• Safety equipment
• Cleaning supplies

Setting Reorder Points

1. Open consumable item
2. Set minimum quantity
3. Alert when low
4. Auto-create purchase request (optional)

Stock Takes

Physical Inventory

1. Start new stock take
2. Scan or enter assets found
3. Note discrepancies
4. Complete and reconcile

Reconciliation

• Match found vs. recorded
• Investigate missing items
• Update records
• Generate report

Reporting

Standard Reports

Asset Register

• Complete asset listing
• All details and values
• Current assignments

Assignment Report

• Who has what
• By department
• By location

Depreciation Report

• Current values
• Depreciation to date
• Projected values

Maintenance Report

• Upcoming maintenance
• Overdue items
• Maintenance costs

Audit Report

• Stock take results
• Discrepancies
• Action items

Custom Reports

Build reports with:

• Selected fields
• Filters and grouping
• Date ranges
• Export options

Tips

• Assign unique asset tags to every item
• Record serial numbers for warranty claims
• Schedule regular maintenance to extend asset life
• Conduct annual physical inventory
• Update records when assets move locations
• Document condition at check-out and check-in
• Set up alerts for warranty expirations
• Review depreciation annually for accuracy
• Archive retired assets instead of deleting
• Use barcode scanning for faster audits