# Asset Management Module — User Guide > **Navigation:** Sidebar → **Asset Management** (dropdown) --- ## Table of Contents 1. [Overview](#1-overview) 2. [Getting Started](#2-getting-started) 3. [Dashboard](#3-dashboard) 4. [Managing Assets](#4-managing-assets) 5. [Asset Allocation](#5-asset-allocation) 6. [Asset Revocation](#6-asset-revocation) 7. [Asset Maintenance](#7-asset-maintenance) 8. [Warranty Management](#8-warranty-management) 9. [Asset Condition & Status Tracking](#9-asset-condition--status-tracking) 10. [Insurance & Disposal](#10-insurance--disposal) 11. [Depreciation & Book Value](#11-depreciation--book-value) 12. [Settings & Configuration](#12-settings--configuration) 13. [User Permissions](#13-user-permissions) 14. [Notifications](#14-notifications) 15. [Reports & Analytics](#15-reports--analytics) 16. [Best Practices](#16-best-practices) 17. [Troubleshooting](#17-troubleshooting) --- ## 1. Overview The **Asset Management** module provides a complete lifecycle management solution for your organisation's physical and digital assets. It covers everything from acquisition and allocation through maintenance, depreciation tracking, and eventual disposal. ### Key Features - **Full lifecycle tracking** — Acquire → Allocate → Maintain → Dispose - **Real-time dashboard** with KPIs for total asset value, depreciation, maintenance, and more - **Flexible allocation** system to assign assets to employees with time limits - **Revocation** workflow to recover allocated assets - **Maintenance management** with priorities, statuses, types, and cost tracking - **Multi-warranty support** per asset with active/expiring/expired indicators - **Condition & status tracking** (new, good, fair, poor, damaged / active, inactive, disposed, under maintenance) - **Insurance tracking** with policy numbers and expiry dates - **Depreciation calculation** with useful life and salvage value - **Categorised assets** using the built-in Category taxonomy - **Granular permissions** — 11 distinct permission levels - **Email notifications** for maintenance events --- ## 2. Getting Started ### Prerequisites 1. **Subscription** — The business must have the Asset Management feature active in their subscription plan. 2. **Permissions** — At least the **View Assets** permission is required. 3. **Asset Categories** — It is recommended to set up asset categories first via **Settings → Asset categories**. ### First-time Setup 1. Navigate to **Asset Management → Settings**. 2. Configure code prefixes: | Setting | Default | Example Output | |---------|---------|----------------| | Asset Code Prefix | (auto) | AST-0001 | | Allocation Code Prefix | (auto) | ALC-0001 | | Revoke Code Prefix | (auto) | RVK-0001 | | Maintenance Prefix | (auto) | MNT-0001 | 3. Configure email notification recipients and templates. 4. Create asset categories relevant to your business. 5. Start adding assets! --- ## 3. Dashboard Navigate to **Asset Management → Dashboard**. ### Admin View (KPIs) | Metric | Description | |--------|-------------| | **Total Assets** | Sum of all asset quantities across the business | | **Total Asset Value** | Sum of (quantity × unit price) for all assets | | **Total Depreciation** | Cumulative depreciation amount across all assets | | **Assets Allocated (all users)** | Net allocated quantity (allocations − revocations) | | **Assets Under Maintenance** | Count of open maintenance records (new + in-progress) | | **Assets by Category** | Quantity breakdown per asset category | | **Assets by Condition** | Count of assets in each condition state | | **Assets by Status** | Count of assets in each status | | **Maintenance Summary** | Breakdown of maintenance records by status | | **Expiring Warranties** | Assets with warranties expiring within 30 days | ### Employee View | Metric | Description | |--------|-------------| | **Assets Allocated to You** | Net quantity currently allocated to the logged-in user | | **Allocation by Category** | Category-wise breakdown of your allocated assets | --- ## 4. Managing Assets ### Creating an Asset 1. Go to **Asset Management → All Assets**. 2. Click **+ Add Asset**. 3. Fill in the form: | Field | Required | Description | |-------|----------|-------------| | Asset Code | Auto | Auto-generated if left empty; uses configured prefix | | Name | ✅ | Descriptive name of the asset | | Quantity | ✅ | Number of units | | Model/Series | – | Model name or series number | | Serial Number | – | Unique serial identifier | | Category | – | Select from asset categories | | Location | – | Business location where asset is kept | | Purchase Date | – | Date of acquisition | | Purchase Type | – | Owned / Rented / Leased | | Unit Price | ✅ | Cost per unit | | Depreciation | – | Annual depreciation amount | | Is Allocatable | – | Toggle whether this asset can be assigned to users | | Condition | – | New / Good / Fair / Poor / Damaged | | Status | – | Active / Inactive / Disposed / Under Maintenance | | Vendor Name | – | Supplier / vendor name | | Insurance Policy | – | Policy number | | Insurance Expiry | – | Policy expiry date | | Useful Life (Years) | – | Expected useful life span | | Salvage Value | – | Estimated residual value after useful life | | Description | – | Detailed notes about the asset | | Notes | – | Additional internal notes | | Image | – | Upload asset photo | 4. **Warranty** — Add one or more warranty periods: - Start Date - Duration (months) → End date is auto-calculated - Additional Cost - Notes 5. Click **Save**. ### Editing an Asset - In the All Assets list, click the **Edit** button on any row. - All fields can be updated; warranties can be added, modified, or removed. ### Deleting an Asset - Click the **Delete** action from the dropdown. - The asset and all associated media will be removed. ### Filtering & Searching Use the filter controls at the top of the All Assets list: - **Location** — Filter by business location - **Category** — Filter by asset category - **Purchase Type** — Owned / Rented / Leased - **Is Allocatable** — Yes / No --- ## 5. Asset Allocation Allocation assigns assets to specific employees/users. ### Creating an Allocation 1. Navigate to **Asset Management → Allocations** (or click **Allocate** from an asset's action menu). 2. Click **+ Allocate Asset**. 3. Fill in: | Field | Required | Description | |-------|----------|-------------| | Allocation Code | Auto | Auto-generated if left empty | | Asset | ✅ | Select from allocatable assets (shows available quantity) | | Quantity | ✅ | Number of units to allocate | | Allocate To | ✅ | Select the receiving user | | Date/Time | ✅ | Allocation date and time | | Allocated Upto | – | Optional return-by date | | Reason | – | Why the asset is being allocated | 4. Click **Save**. ### Editing an Allocation - Only allocations that are **not fully revoked** can be edited. - Modify the receiver, quantity, asset, or dates. ### Viewing Allocations The allocation list shows: - Reference number, asset name, model, category - Receiver name, provider name - Quantity allocated, quantity revoked - Allocation date, allocated-upto date - Action buttons: Edit, Delete, Revoke --- ## 6. Asset Revocation Revocation recovers assets previously allocated to users. ### Creating a Revocation 1. Navigate to **Asset Management → Allocations**. 2. On an allocation row, click **Revoke** from the action dropdown. 3. Fill in the revocation form: | Field | Required | Description | |-------|----------|-------------| | Revoke Code | Auto | Auto-generated if left empty | | Quantity | ✅ | Number of units to revoke (≤ remaining allocated) | | Date/Time | ✅ | Revocation date and time | | Reason | – | Why the asset is being revoked | 4. Click **Save**. ### Viewing Revocations Navigate to **Asset Management → Revocations** to see all historical revocations with: - Reference, original allocation code - Asset name, model, category - Revoked-for (user), revoked-by (admin) - Quantity, revocation date, reason --- ## 7. Asset Maintenance Track and manage repair, servicing, and preventive maintenance. ### Creating a Maintenance Record 1. From an asset's action menu on the All Assets page, click **Send to Maintenance**. 2. Fill in: | Field | Required | Description | |-------|----------|-------------| | Status | ✅ | New / In Progress / Completed / Cancelled | | Priority | ✅ | High / Medium / Low | | Maintenance Type | – | Preventive / Corrective / Emergency | | Due Date | – | Expected completion date | | Estimated Cost | – | Budgeted maintenance cost | | Maintenance Note | – | Details about the issue | | Attachments | – | Upload photos/documents | 3. Click **Save**. A notification is sent to configured recipients. ### Editing Maintenance 1. Go to **Asset Management → Maintenance**. 2. Click **Edit** on any record. 3. You can update: - Status and Priority - Assign a technician (**Assigned To**) - Add details and attachments - Record actual cost and completed date 4. If the **Assigned To** user changes, a notification is sent to the new assignee. ### Filtering Maintenance Filter the list by: - **Status** — New / In Progress / Completed / Cancelled - **Priority** — High / Medium / Low - **Assigned To** — Select a specific user ### Maintenance Statuses | Status | Colour | Description | |--------|--------|-------------| | New | Blue | Just created, not started | | In Progress | Yellow | Work has begun | | Completed | Green | Work finished | | Cancelled | Red | Maintenance cancelled | ### Maintenance Types | Type | When to Use | |------|-------------| | **Preventive** | Scheduled/routine maintenance to prevent breakdowns | | **Corrective** | Fixing a known issue or malfunction | | **Emergency** | Urgent unplanned repair | --- ## 8. Warranty Management Each asset can have **multiple warranty periods**. ### Adding Warranties During asset creation or editing: 1. In the **Warranty** section, click **Add More**. 2. Enter: - **Start Date** — When the warranty begins - **Duration (Months)** — The system calculates the end date automatically - **Additional Cost** — Extra warranty cost (if any) - **Notes** — Warranty terms or provider info ### Warranty Indicators In the asset list and maintenance views: - 🟢 **In Warranty** — At least one warranty covers today's date (shows days remaining) - 🔴 **Not in Warranty** — No active warranty ### Expiry Alerts The dashboard highlights assets with warranties expiring within 30 days. --- ## 9. Asset Condition & Status Tracking ### Condition Tracks the physical state of an asset: | Condition | Use Case | |-----------|----------| | **New** | Just acquired, unused | | **Good** | Fully functional, minor wear | | **Fair** | Functional but showing age | | **Poor** | Barely functional, needs repair | | **Damaged** | Non-functional, awaiting disposal or repair | ### Status Tracks the operational state: | Status | Use Case | |--------|----------| | **Active** | Currently in use or available | | **Inactive** | Temporarily out of service | | **Disposed** | Permanently removed from inventory | | **Under Maintenance** | Currently being serviced | --- ## 10. Insurance & Disposal ### Insurance Track insurance information per asset: - **Insurance Policy** — Policy number or reference - **Insurance Expiry** — When the policy expires ### Disposal When an asset reaches end-of-life: 1. Edit the asset. 2. Set **Status** = "Disposed". 3. Fill in: - **Disposal Date** — When the asset was disposed - **Disposal Method** — Sold / Scrapped / Donated / Recycled - **Disposal Value** — Amount recovered from disposal --- ## 11. Depreciation & Book Value ### Configuration Per Asset | Field | Description | |-------|-------------| | **Unit Price** | Original cost per unit | | **Depreciation** | Annual depreciation amount | | **Useful Life (Years)** | Expected lifespan | | **Salvage Value** | Residual value at end of useful life | ### Calculation The system uses **straight-line depreciation**: $$\text{Book Value} = (\text{Quantity} \times \text{Unit Price}) - (\text{Annual Depreciation} \times \text{Years Elapsed})$$ The book value never falls below the salvage value. ### Dashboard View Admins see: - **Total Asset Value** — Sum of all asset costs - **Total Depreciation** — Cumulative depreciation --- ## 12. Settings & Configuration Navigate to **Asset Management → Settings**. ### Code Prefixes | Setting | Purpose | |---------|---------| | Asset Code Prefix | Prefix for auto-generated asset codes | | Allocation Code Prefix | Prefix for allocation reference numbers | | Revoke Code Prefix | Prefix for revocation reference numbers | | Maintenance Prefix | Prefix for maintenance IDs | ### Notification Templates Configure email templates for: 1. **Asset Sent for Maintenance** - Subject and body with tags: `{asset_code}`, `{maintenance_id}`, `{status}`, `{priority}`, `{maintenance_note}`, `{created_by}` - Select recipients who should receive this notification - Enable/disable email delivery 2. **Asset Assigned for Maintenance** - Sent to the assigned technician when they are assigned - Subject and body with the same tags as above --- ## 13. User Permissions | Permission | Description | |------------|-------------| | **View Assets** | View asset list and details | | **Create Assets** | Create new assets | | **Edit Assets** | Edit existing assets | | **Delete Assets** | Delete assets | | **Allocate Assets** | Allocate assets to users | | **Revoke Assets** | Revoke allocated assets | | **Manage Maintenance** | Create, edit, and delete maintenance records | | **View All Maintenance** | View all maintenance records (select this or View Own) | | **View Own Maintenance** | View only your own maintenance records (select this or View All) | | **Manage Settings** | Access and modify asset settings | | **View Reports** | Access asset reports and analytics | ### Permission Notes - **View All Maintenance** and **View Own Maintenance** are mutually exclusive — a user gets one or the other. - Admin/superadmin users have full access regardless of permission settings. - The subscription must include the Asset Management feature for any permission to take effect. --- ## 14. Notifications ### Types | Notification | Trigger | Recipients | |-------------|---------|------------| | **Asset Sent for Maintenance** | New maintenance record created | Users configured in Settings | | **Asset Assigned for Maintenance** | Assigned-to user changed on maintenance record | The newly assigned user | ### Channels - **Database** — Always active; appears in the notification bell - **Email** — Can be toggled on/off in Settings for each notification type ### Template Tags Available placeholders for notification templates: | Tag | Replaced With | |-----|---------------| | `{asset_code}` | Asset code (e.g., AST-0001) | | `{maintenance_id}` | Maintenance reference number | | `{status}` | Current maintenance status label | | `{priority}` | Priority label (High/Medium/Low) | | `{maintenance_note}` | Note text from the maintenance form | | `{send_for_maintenance_details}` | Details field content | | `{created_by}` | Full name of the user who created the record | --- ## 15. Reports & Analytics ### Dashboard Reports The admin dashboard provides visual summaries: - **Assets by Category** — Quantity distribution across categories - **Assets by Condition** — Breakdown by physical condition - **Assets by Status** — Breakdown by operational status - **Maintenance Summary** — Status distribution of maintenance records - **Expiring Warranties** — List of assets with warranties ending within 30 days ### DataTable Exports All asset lists (assets, allocations, revocations, maintenance) support: - **Searching** — Global text search across visible columns - **Sorting** — Click column headers to sort - **Filtering** — Use dropdown filters for status, category, location, etc. --- ## 16. Best Practices ### Asset Onboarding 1. Create **categories** before adding assets (e.g., IT Equipment, Furniture, Vehicles). 2. Upload an **image** for visual identification. 3. Set up **warranty details** immediately upon purchase. 4. Fill in **insurance** information for high-value assets. 5. Set **useful life** and **salvage value** for depreciation tracking. ### Allocation Workflow 1. Mark assets as **allocatable** to enable the allocation feature. 2. Always record the **reason** for allocation (audit trail). 3. Set **allocated upto** dates for temporary assignments. 4. Use the **revocation** workflow to formally return assets. ### Maintenance Workflow 1. Use **Preventive** type for scheduled maintenance. 2. Assign a **responsible person** to track accountability. 3. Record **estimated cost** before work begins, **actual cost** after completion. 4. Update **status** promptly — this appears on the dashboard. 5. Use **attachments** to document before/after photos. ### Disposal Workflow 1. Change asset status to **Disposed**. 2. Record **disposal date**, **method**, and **value**. 3. Keep the record for audit and tax depreciation purposes. --- ## 17. Troubleshooting | Issue | Solution | |-------|----------| | "Unauthorized action" error | Ensure the user has the required permission AND the business subscription includes the Asset Management feature | | Asset not showing in allocation dropdown | Check that the asset is marked as **allocatable** and has available quantity (not fully allocated) | | Warranty badge shows "Not in Warranty" | Verify the warranty start/end dates cover today's date | | Notifications not received | Check Settings → notification recipients list and ensure email delivery is enabled | | Asset code not auto-generating | Ensure the asset code prefix is configured in Settings | | Cannot edit allocation | The allocation may be fully revoked; only partially-revoked allocations can be edited | | Dashboard KPIs show zero | Ensure assets exist and have proper quantity and price values | | Maintenance records not visible | Check that you have either `view_all_maintenance` or `view_own_maintenance` permission | --- *This guide covers the Asset Management module (Enhanced version). For technical questions, contact your system administrator.*