Asset Management

Asset Management provides one place to register equipment and other controlled property, see where it is, manage its operational status, and retain an accountable history throughout its useful life.

#What you can do

• Register unique assets, identical units tracked one by one, or bulk quantities.
• Organize assets by category and physical location.
• Attach reference files and view automatically generated barcode and QR identifiers.
• Reserve assets for future work and move them between locations with dispatch and receipt controls.
• Inspect assets with reusable checklists and review their condition.
• Run location-based audits and approve variances.
• Follow job-linked consignments and resolve returned, damaged, missing, or removed items.
• Review operational and financial asset reports.
• Retire, scrap, or sell individually tracked assets while recording disposal details.

#Access

All current Asset Management routes require a signed-in user with a verified email address and an active membership in the selected organization. The Asset Management module must be available to that organization and user.

There are currently no Asset actions limited to a particular internal role. Owner, Admin, Manager, and Member users with module access use the same workflows. No workflow is designed only for Guest or Customer roles.

#Business units

When your organization has business units, each asset can have an Owning business unit, and transfers, reservations, inspections, audits, consignments and consignment receipts each have a Business unit. A new transfer, reservation, inspection, audit or consignment starts with the owning business unit its assets share (for an audit, the assets at the chosen location and categories), or the unit chosen in the header when they don't share one, and you can choose another on the form. An audit of a business unit covers only the assets that unit and its sub-units own. A consignment created when a job-linked reservation is approved, and a transfer created from a reservation, take the reservation's unit; a receipt takes the unit of the consignments it books. A document of a unit that is, or sits under, a separate legal entity is numbered in that entity's own sequence and shows its prefix, for example PH-7; every other document continues your organization's numbers. The lists, reports and the overview start with the unit chosen in the header; the funnel icon lets you choose another unit (with its sub-units), your main business only, or All business units. Categories, locations and inspection checklists have no business unit: they are shared by the whole organization.

#Recommended setup sequence

1. Define Asset Categories.
2. Define Locations.
3. Read Status Management.
4. Populate the Asset Registry.
5. Create reusable Inspection Checklists.
6. Begin using transfers, reservations, inspections, audits, and reports.