Managing asset records
This document provides a comprehensive guide to effectively manage asset records within an organization. It covers best practices for accurate data entry, methods for tracking and updating details.
Adding an asset
Adding a New Asset
Go to Asset Management under your staff profile.
Click on Add New Asset.
Choose a category (e.g., vehicles, computers) set up in custom fields.
Enter a label (e.g., Toyota truck).
Add a description.
Click Add Asset to save.
The asset is added to the list, allowing further adjustments.
Modifying an asset
Checklist Scheduling
The system enables the scheduling of checklists every morning, which is essential for asset use. Owners and external personnel, such as call drivers, can access checklists via a QR code. Checklist items can be added without logging in, though logging in facilitates easier completion.
Users can add, read, and write comments, with the ability to attach files such as manuals or contracts.
Incident Records
Currently, in development, incident records will allow users to log incidents, e.g., vehicle accidents, linking them to the asset within the system.
Maintenance Scheduling
Assets can have scheduled services with due dates and reminders. This includes tasks like oil changes or certifications. Distinctions are made for personal, leased, or purchased assets based on maintenance requirements and records.
Supplier Management
Different types of assets have specific recording needs:
Purchased Assets:
Details: Document comprehensive purchase information, including item description, specifications, and quantity.
Vendor Information: Include vendor name, contact details, address, and any associated terms of sale or warranties.
Payment Terms: Specify the payment method, due date, and any early payment discounts.
Leasing Assets:
Lease Details: Include lease start and end dates, monthly or annual costs, and associated fees or charges.
Supplier Information: Document the supplier's name, address, and contact information.
Lease Terms: Outline lease terms such as renewal options, maintenance responsibilities, and penalties for early termination.
Personal Assets:
Purchase Information: Record the purchase date, location, and original value or price paid.
Current Value: Estimate current market value, considering depreciation or
Ownership and Location
Ownership transfers affect asset records. Assets without specific owners default to location-based ownership, e.g., a warehouse asset.
Metadata
Custom fields define the metadata for assets based on type. For example:
Vehicles: Model, Make, Fuel Type
Mobile Phones: Carrier, Model, Color
Status Updates
Submit current asset states, with future reminders to review assets periodically, aiding in audit log development for management.
Configuration
Define asset metadata such as labels, asset numbers, categories, descriptions, and inventory numbers.
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