Asset reports are available from the main Reports > Assets area. They query Asset Management records in the selected organization and provide more detail and filtering than the module overview.
Run and export a report
- Open Reports from the OCTO Ops main navigation.
- Select Assets.
- Choose the required report.
- Set the filters. Leave an optional filter blank to include all available values.
- Select Filter and run report where shown.
- Search or sort the results when the table supports it.
- Use Copy, CSV, Excel, PDF or Print above the results table to copy, download or print it. Use Column visibility first to leave out columns you don't need.
Exports contain the currently filtered report data. Confirm date ranges, organization, and filters before distributing a file.
When your organization has business units, every report's filter drawer has Business unit, starting with the unit chosen in the header, and the report and its export title name the unit. The asset reports (Asset registry, Asset custody, the financial reports and Utilization) filter by each asset's owning unit; the event and rental reports (Job activity, Assets out, Returns register) by the consignment's unit; Movement history by each reservation's, transfer's and consignment's own unit; the audit reports by the audit's unit, and Unverified assets offers only the chosen unit's audits. A Business unit column is added as the last column (not on Cost by department or Utilization by period, which add figures up). Document numbers show their legal entity's prefix (PH-7).
Grouped and line-by-line display
Assets in a per-unit group (for example twenty "Model X Chair - Red" chairs, each with its own code) are shown grouped by default. Units of the same group appear as one row when everything else in the row is the same: the same consignment, outcome, location, finding and so on, with dates compared by day. A grouped row shows:
- Multiple as the asset code;
- the group's name as the asset name;
- the number of units in Qty; and
- the combined amount in money and count columns (cost, book value, depreciation, disposal value, uses), or the longest Days out.
Units that differ in any other column stay on separate rows. Standalone assets always show on their own row with a Qty of 1. When the units on a grouped row were recorded on the same day at different times, its date column shows the day without a time.
To list every unit instead, open the filters, set Display to Line by line, and select Filter and run report. Each visit to a report starts grouped. When a report is line by line, the title of any export or printout ends with "Line by line", and so does the results heading on reports that show one.
Job Movement History has no table: a grouped event names the group followed by the quantity, for example "Model X Chair - Red × 12".
Asset dashboard
The report dashboard shows:
- total individual Asset records;
- total acquisition value;
- total stored current book value;
- damaged or under-repair count;
- currently released count;
- assets assigned to users; and
- asset counts by recorded condition.
With business units, the dashboard follows the unit chosen in the header.
Asset registry
Reports > Assets > Asset registry lists the assets of your organization with the details management needs: code, name, quantity, category, brand and model, status, condition, location, department, who the asset is assigned to, ownership, acquisition date, cost, book value and warranty end date. The serial number is available too; it is hidden until you turn it on in Column visibility.
Above the table, four totals summarize the assets the report lists: how many there are, their total cost, their total book value, and how many need attention (damaged or under repair, and lost when disposed assets are included). The totals are the same whichever Display you choose.
- Filters: Display, category, location, department, status, condition, assigned to, and Include disposed.
- Disposed assets (retired, lost, scrapped or sold) are left out unless you turn on Include disposed or choose one of those statuses in the Status filter.
- Units of a per-unit group are grouped as described in Grouped and line-by-line display; a grouped row shows Multiple as its serial number, and its cost and book value are the totals for its units.
- You see the same assets as in the asset registry itself: if your permissions only let you see assets you registered, the report lists only those.
Asset custody
Reports > Assets > Asset custody lists every asset that has an Assigned user, with that person in the Assignee column — who is responsible for which assets, and where those assets are. Custody here is the assignment set on the asset in the Asset Registry; assets out on a consignment are reported separately by Assets out.
Rows are sorted by assignee and then by asset name, so each person's assets sit together. Each row shows the assignee, code, name, quantity, category, location, department, status, condition and current book value; the serial number is available through Column visibility. Above the table, three totals cover the listed assets: how many people hold assets, how many assets they hold, and the book value of those assets.
- Filters: Display, assignee, location, department, category, status, condition, a Book value range (from / to), and Include disposed.
- Disposed assets (retired, lost, scrapped or sold) are left out unless you turn on Include disposed or choose one of those statuses in the Status filter.
- One person's units of a per-unit group are grouped as described in Grouped and line-by-line display; units held by different people always stay on separate rows.
- You see the same assets as in the asset registry itself: if your permissions only let you see assets you registered, the report lists only those.
Audit reports
| Report | Use it for | Main filters |
|---|---|---|
| Audit Summary | Compare audit scope, verified counts, exceptions, and completion across audits. | Location, audit status, date range. |
| Findings | Review Found, Missing, Damaged, or Wrong Location findings across audits. | Display, location, finding status, audit date range. |
| Audit Variance | Review closed/decided audit variances and approval context. | Variance status and date range. |
| Unverified Assets | Find expected assets with no saved finding in one audit. | Display; audit is required. |
The Findings report can display historical Wrong Location records if they already exist, even though the current audit-entry page cannot save a new Wrong Location finding.
Event and rental reports
| Report | Use it for | Main filters |
|---|---|---|
| Job Activity | See asset lines released/consigned, returned, missing, damaged, or otherwise resolved against jobs. | Display, job, line status, asset category, date range. |
| Utilization | Rank assets by use and summarize activity by day, week, or month. | Display, category, location, grouping period, date range; switch between By Asset and By Period. |
| Job Movement History | Follow movement activity associated with a particular job. | Display; job is required; asset and date range are optional where shown. |
| Assets out | See every tracked asset still out on a consignment, how many days it has been out, and whether it is overdue. | Display, consignee, job, location, asset category, overdue only. |
| Returns register | List tracked assets that came back in a period, with their outcome and who handed them over. | Display, outcome, consignee, handed over by, date range. |
Utilization is based on consignment activity, not on a live meter or hours-used reading.
The Consignee filter on Assets out and Returns register lists only the members of your current team.
Financial reports
| Report | Use it for | Main filters |
|---|---|---|
| Purchase Value | List and total recorded acquisition costs. | Display, category, location, vendor, acquisition method, acquisition date range. |
| Current Book Value | Review the current book-value field stored on assets. | Display, category, location, ownership type. |
| Depreciation Estimate | Estimate straight-line depreciation at report time. | Display, category, location, depreciation method, date range. |
| Disposal | Review retired, scrapped, or sold assets and disposal details. | Display, category, location, disposal method, disposal date range. |
| Cost by Department | Aggregate acquisition cost for assets assigned to departments. | Department, category, acquisition date range. |
Current Book Value reports the value entered on the asset; it is not recalculated. Depreciation Estimate is a report-time straight-line estimate using acquisition cost and expected useful life. OCTO Ops does not currently run an automated depreciation ledger or accounting schedule.
Purchase Value lists the most recent acquisitions first.
Assets without a department are omitted from the Cost by Department grouping. Complete Registry data before relying on it for allocation decisions.
Interpret report totals
- Asset reports use individual Asset records, including units in per-unit groups; grouped display only changes how they are listed, not the totals.
- Bulk group quantities are not expanded into individual financial or operational rows.
- Results depend on the quality of category, location, department, acquisition, condition, status, consignment, and audit data entered by users.
- A report is a view of current stored information unless its title or columns explicitly describe historical events.
Current limitations
Maintenance-specific asset reports and maintenance-cost-by-asset reporting are not part of the current report set.