Asset Management

Companies need to know what they own, who holds it and what it costs to keep. This module adds an Asset app that records each asset with product, type, vendor, purchase price, warranty and documents. Custody transfers, maintenance or repair jobs and depreciation entries are logged and update the current book value. Accountants, asset officers and managers use it with Accounting, HR and Products. Reports show assets by type, vendor and status.

1. 1

   Define asset types and vendors

   Under Configuration the user creates asset types and vendors. A vendor holds address, service area, contact person, phone, email and flags for repair and maintenance services. These lists feed the asset form.

   • Vendor: Primary Address, Service Area
   • Flags: Repair, Maintenance
   • Asset types list
2. 2

   Register an asset

   In Asset > Assets the user creates an asset with reference (from a sequence), product, type, vendor, invoice date and purchase price. Warranty expiry and documents are added. Kanban, list and form views are provided.

   • Fields: Product, Type, Vendor, Purchase Price
   • Field: Expired Warranty Date
   • Attachments: Asset Documentation
3. 3

   Track warranty and status

   The asset shows remaining warranty and a warranty status and moves through statuses from assigned onward. Users see at a glance whether cover has ended. Smart counters show the number of transfers, maintenance and depreciation entries.

   • Remaining Warranty
   • Warranty Status
   • Smart counters
4. 4

   Transfer an asset

   On the Transfer tab the user records the employee receiving the asset, the assign date, who assigned it and the return date. The current holder appears on the asset. Transfer history is kept and can be reported.

   • Fields: Assigned To, Assign Date, Return Date
   • Field: Assign By
   • Report: Asset Transfer
5. 5

   Record maintenance or repair

   On the Maintenance / Repair tab the user selects a vendor, start and completion dates, the amount and the invoice. The cost is added to the total maintenance cost of the asset. This shows the real cost of ownership.

   • Fields: Vendor, Service Start Date, Amount
   • Field: Completion Date
   • Total Maintenance Cost
6. 6

   Depreciate the asset

   When Enable Depreciation is ticked the Depreciation tab generates entries. Totals update the accumulated depreciation and the current book value. The last depreciation date is stored to avoid duplicates.

   • Field: Enable Depreciation
   • Fields: Accumulated Depreciation, Current Book Value
   • Field: Last Depreciation Date
7. 7

   Link the invoice

   An associated invoice can be linked to the asset from Accounting. The purchase date and amount come from that document. Accountants can trace an asset back to its vendor bill.

   • Field: Associated Invoice
   • Smart button to invoice
   • Link to Accounting
8. 8

   Analyse in reports

   The Reporting menu offers Asset Type, Asset By Vendor, Asset By Status, Asset Transfer and Asset Maintenance. Users group and filter to compare costs. Two roles, User and Administrator, control who edits.

   • Reports by type, vendor, status
   • Transfer and maintenance reports
   • Groups: User, Administrator

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