Asset Registry

The Asset Registry is the master list for equipment and other property controlled in OCTO Ops. It combines individually tracked assets with summaries of grouped inventory.

#Choose the right tracking method

The tracking method determines which later workflows are available.

#Find and review records

1. Open Asset Management > Asset Registry.
2. Keep Grouped selected to show each per-unit or bulk group as one summary row.
3. Select All Units when you need the individual records inside per-unit groups. Bulk groups remain summaries because they have no unit records.
4. Use the table search to find a record by the information displayed in the register, or type or scan the asset's code — with a handheld scanner or your device's camera — to open its profile directly.
5. Sort a column to change the result order.
6. Identify whether the row represents an individual asset or a group summary.
7. Select a record to open its profile or group details.

Individual rows show the asset code, name, category, location, and status. Group rows summarize the group and its quantity. A per-unit group opens a list of its individual assets; a bulk group opens its quantity page. Hover the "available / total" link on a bulk group row to see the stock by location.

Typing or scanning a code that matches an asset takes you straight to its profile, wherever it currently sits in the list. A code that does not match any asset is refused with an explanation instead.

When your organization has business units, the list shows each asset's Business unit and starts with the unit chosen in the header; the funnel icon opens a filter with Business unit (All business units, your main business only, or a unit with its sub-units). A per-unit group's row counts only its units in the chosen unit; a bulk group is listed by its own unit.

#Register an individual asset

1. Select Create Asset from Asset Registry.
2. Choose Individual as the tracking type.
3. Select an asset category.
4. Enter the asset name.
5. When your organization has business units, choose the Owning business unit. It starts with the unit chosen in the header; choose your organization (main business) for none.
6. Leave the asset number in automatic mode, or switch to manual mode and enter the required numeric identifier.
7. Add the available identification, acquisition, financial, custody, and technology information.
8. Select the current location when it is known.
9. Review the details and save.

The new asset starts with Available status. OCTO Ops generates its asset code, barcode value, and QR value and adds an Asset registered history entry.

#Register identical assets with per-unit tracking

1. Start a new asset and choose Group — track each unit.
2. Select a category.
3. Choose an existing per-unit group or create a new group name.
4. If creating the group, choose whether rotation is enabled for that group.
5. Enter the number of units to create.
6. Complete the shared asset information and save.

OCTO Ops creates a separate Asset record for each unit. Open the group to see those records, then update unit-specific information from each asset profile if required.

Only groups matching the selected category and tracking method are offered for selection. This prevents a bulk group from being used for per-unit records and prevents groups from crossing categories.

With business units, a new group and each new unit take the Owning business unit you choose. Adding units to an existing group gives the new units that unit; the group keeps its own.

#Create or increase a bulk group

1. Start a new asset and choose Group — bulk quantity.
2. Select a category.
3. Choose an existing bulk group or enter a name for a new one.
4. Enter the quantity to add.
5. For a bulk item, optionally choose the Stock location the added stock is held at, whether the group is new or existing; leave it blank to hold it without a location.
6. Save the record.

A bulk group does not require an individual asset name or the detailed fields used by individually tracked assets.

With business units, a new group takes the Owning business unit you choose. Increasing an existing bulk group leaves the group's own unit as it is.

#Adjust a bulk quantity later

1. Open the bulk group from Asset Registry.
2. Select the quantity adjustment action.
3. Choose the Location being adjusted ("Without a location" is included).
4. Enter a positive number to add units or a negative number to remove units.
5. Add a note explaining the stock change.
6. Confirm the adjustment.

An adjustment cannot take the chosen location below zero. The quantity page lists the stock by location, with "Without a location" first, and then Out on consignment, In transit and Total; it also keeps an adjustment history. Stock recorded before locations were tracked starts without a location.

#Information stored on an asset

Complete only the fields relevant to your organization. Available information includes:

• Identity: asset name, category, type, serial number, part number, brand, model, and manufacturer.
• Owning business unit: shown only with business units; the unit that owns the asset.
• Acquisition: supplier or vendor, acquisition date, acquisition method, purchase order, and acquisition cost.
• Financial and lifecycle: warranty start and end, expected useful life, depreciation method, current book value, and ownership type.
• Responsibility: location, assigned user, department, custody holder, and remarks.
• Technology identifiers: RFID tag, NFC tag, and GPS tracker reference.

Category defaults provide reference values for consistent setup, but users should verify the values stored on the asset record.

#Use an asset profile

Open an individual asset to review:

• its identity, acquisition, financial, responsibility, and technology details;
• its current category, location, condition, and status;
• its barcode and QR code, in the GS1 or URL format (see QR code formats);
• attached files;
• its complete status history; and
• disposal details after it has been retired, scrapped, or sold.

With business units, the profile shows the Owning business unit, with its legal entity in brackets when that is another unit. The Purchase order shows its number with the legal entity's prefix (PH-7).

Amounts on the profile (acquisition cost, current book value and disposal value) and on the Asset Management dashboard follow the organization's number settings.

#QR code formats

The Barcode / QR card on the profile has a GS1 / URL switch. It starts on your organization's default format (see QR codes).

• GS1 is the code the system has always used.
• URL shows a QR code that holds a web link, printed under the image. A phone camera opens it directly.

The registry export (Settings > Module settings > Download Asset Registry) has a last column, QR URL, with each asset's link.

Both formats work in the system's own scanners (the Barcode page, the asset scan box and the warehouse scan screens). Existing GS1 labels keep working unchanged.

#Scan a label with a phone

What the link shows depends on the When the link is opened setting for assets, and on who opens it.

If you are currently working in another organization, you first see a Switch and open page ("This asset record belongs to organization."). Your organization never changes unless you confirm.

The information page shows the owning organization's name at the top. For an asset, everyone sees the asset number, name, serial number, category, custodian, location and status. Signed-in members with access also see the supplier, acquisition cost, current book value and acquisition date, in the owning organization's number settings.

"This label is not available" also appears for a deleted asset or an unknown link. If one network or user opens more than about 60 label links in a minute, further links are refused for up to a minute.

#Edit asset details

1. Open the asset profile.
2. Select Edit.
3. Update the required fields.
4. Save and return to the profile.

Operational workflows can also update fields automatically. For example, receiving a transfer can change the location and inspections can change the recorded condition.

You can move an asset to any business unit; a unit that has since been deactivated stays selectable, marked (inactive).

#Attach or remove files

1. Open the asset profile.
2. Select Upload files and choose one or more files from your device.
3. Wait for each upload to complete.
4. Confirm the attachment appears in the file list.
5. To remove an attachment, use its delete action and confirm the prompt.

Use attachments for photos, manuals, certificates, invoices, warranty documents, or other supporting evidence. File access follows the asset and organization context; do not upload material that users with Asset access should not see.

#Change status manually

1. Open the asset profile.
2. Select the status change action.
3. Choose the new status.
4. Add a note explaining why the status is changing.
5. Confirm the change.

The previous status, new status, user, time, source, and notes are retained in status history. Review Status Management before using a manual change to avoid conflicting with an active operational workflow.

#Dispose of an asset

Disposal is available for an individually tracked asset when its new status is Retired, Scrapped, or Sold.

1. Open the asset profile.
2. Start the disposal action.
3. Choose Retired, Scrapped, or Sold.
4. Enter the disposal method.
5. Enter the disposal value when relevant.
6. Add notes and confirm.

OCTO Ops records the disposal date, approving user, method, value, and notes and changes the asset to the selected terminal status.

#Errors you may see

#Current limitations

• Asset Registry does not yet expose Asset custom fields. See Custom Fields.
• The profile provides generated barcode and QR images, but the current registry does not provide a dedicated print-label workflow.
• A URL QR code needs a phone or scanner that can open web links; the label text is the link, in capitals.
• Bulk groups have quantity history, not individual lifecycle histories.